Admitting Clerk

North Caddo Hospital Service; Vivian (LA); On-site; USD 28,000 - 36,000; Full time

Job summary

North Caddo Hospital Service is seeking an entry-level Medical Records Clerk to register patients and manage Emergency Room records. You will verify demographics, collect signatures, and handle insurance cards and IDs, ensuring complete and accurate data entry.

Responsibilities include processing health records requests, filing, assembling records, and assisting clinicians with documentation. The role requires basic clerical skills, confidentiality, and attention to detail in a hospital setting.

Qualifications

• High school diploma or equivalent.
• Basic clerical training including computer skills, filing, and office procedures.
• Basic knowledge of health record content and sequence.
• Relevant clerical experience for independent functioning with minimal direction.
• Trainee accepted if standards met within 12 weeks.

Responsibilities

• Register and interview incoming patients; verify and record demographics; collect signatures and copies of insurance cards and ID.
• Process health records requests and file reports in permanent/incomplete records.
• Assemble ER and outpatient records in correct order; check for physician and nursing deficiencies.
• Assist clinicians with record completion and ensure PHI is properly attached to records.
• Ensure image quality and proper scanning; discard PHI paper records securely after scanning.

Job description

Registration of all patients. Primary responsibility is the processing of the Emergency Room records. Ensures accuracy, integrity, and security of all databases. Conducts database searches, processes all requests for medical record retrieval from permanent storage area, filing new records and re‑filing continuing records, processing all incoming reports needing filing in these records.

Job Setting and Conditions

This position is an entry‑level clerical position in the Medical Records/Patient Access Department.

Job Duties

• Receives and interviews all incoming patients. Verifies and records demographic information accurately; obtains appropriate signatures; copies front and back of insurance cards and valid driver’s license or I.D.
• Verifies Worker’s Compensation patients by contacting the place of employment.
• Verifies Medicaid patients by using the Medifax system.
• Maintains file area in permanent and incomplete emergency room records.
• Receives and processes all requests for health records from file area.
• Processes all incoming reports needing filing in permanent and incomplete records.
• Assembles emergency room and outpatient records in correct order.
• Checks emergency room and outpatient records for physician and nursing deficiencies.
• Assists physicians and nurses with record completion.
• Consistently attaches Paper records of Protected Health Information (PHI) to the correct patient encounter type under the appropriate title and author for scanned document according to established policy.
• Images are always checked for quality of resolution, positioning and legibility.
• Demonstrates a consistent level of performance in recognizing and correcting images that is not acceptable or scanned to the designated document type.
• Always destroys the PHI paper record by placing it in the designated locked shred box once it has been correctly scanned and verified.

Education and Experience

• This worker must have a high school diploma or the equivalent.
• This worker must possess basic clerical training, which includes computer skills, basic filing skills, and fundamental knowledge of office procedures.
• This worker should have a basic knowledge of health record content and sequence.
• This worker must possess relevant experience in clerical duties sufficient for individual development to the level of independent functioning with minimal direction.
• A trainee is acceptable provided the individual meets the established work standards within 12 weeks of completion of the mandatory training program for this job.

Skills

• Fluent in English, with special emphasis on alphabetization.
• Able to process work, error free, within prescribed deadlines and time frames.
• Able to process work, using both alphabetical and numerical filing systems.

Physical and Mental Demands

• Able to concentrate and maintain accuracy in spite of frequent interruptions.
• Able to be courteous, tactful, and cooperative throughout the working day.
• Ability to maintain confidentiality with regard to all phases of work.
• Moderate physical effort: lift/carry up to 30 pounds occasionally during the workday.
• Occasional bending, stooping, kneeling, crouching and reaching.