Centralized Medical Records Clerk (52255)

HealthLinc; Elkhart (IN); On-site; USD 29,000 - 36,000; Full time

Job summary

HealthLinc in Elkhart, IN is seeking a Centralized Medical Records Clerk to accurately process, scan, index, retrieve, and release patient records in compliance with HIPAA and HealthLinc policies. This role supports continuity of care by ensuring timely access to health information.

Responsibilities include handling PHI releases, maintaining logs, coordinating with patients and providers, and supporting site-based clerks. A High School diploma and 2–3 years in a medical admin role are preferred.

Qualifications

• High school diploma or equivalent.
• 2-3 years in a medical administrative role preferred.
• Strong organizational and time management skills.
• Excellent written and verbal communication and customer service.
• Ability to work well in a team and follow HealthLinc policies.

Responsibilities

• Accurately scan, index, and upload patient records into the EHR system.
• Process and fulfill medical record requests in a timely manner.
• Ensure PHI releases comply with HIPAA regulations and policies.
• Monitor document management systems and inbound fax queues.
• Import, categorize, and attach electronic documents to patient records.
• Retrieve, review, and process incoming medical records via fax or electronic channels.
• Respond to inquiries regarding medical records requests and provide timely follow-up.
• Prepare patient health information for provider review and audits.
• Maintain logs for records requests, disclosures, subpoenas, and other health information management activities.
• Support retention and privacy standards.
• Provide cross-coverage for site-based Medical Records Clerks as needed.

Skills

Organizational skills

Time management

Communication skills

Team player

Adaptability

Policy compliance

Education

High school diploma

Tools

Microsoft Office

EHR

Multi-line phone system

Job description

Job Details: Job Location: Corporate East - Elkhart, IN 46516, Position Type: Full Time, Education Level: High School, Travel Percentage: None, Job Shift: Day, As a Centralized Medical Records Clerk, you will be responsible for accurately processing, scanning, indexing, retrieving, and releasing medical records in a timely manner while ensuring compliance with HealthLinc policies, HIPAA regulations, and applicable record retention requirements. This position serves as a central resource for medical record requests and documentation management, working collaboratively with patients, providers, clinic staff, and external healthcare organizations to support continuity of care and efficient access to health information.

JOB RESPONSIBILITIES:

• Accurately scan, index, and upload patient records, laboratory results, forms, correspondence, and other clinical documentation into the electronic health record (EHR) system.
• Process and fulfill medical record requests in a timely manner, including printing, compiling, and distributing records as authorized.
• Ensure all releases of protected health information (PHI) comply with HIPAA regulations, organizational policies, and applicable legal requirements.
• Monitor document management systems and inbound fax queues to ensure timely receipt, review, and processing of incoming records and documentation.
• Import, categorize, and attach electronic documents to the appropriate patient records to maintain complete and accurate health information.
• Retrieve, review, and process incoming medical records received through fax, electronic exchange, and other approved channels.
• Respond to patient, provider, and staff inquiries regarding medical records requests and provide timely follow-up as needed.
• Retrieve and prepare patient health information for provider review, patient care activities, audits, and other authorized business purposes.
• Maintain accurate logs and tracking systems for medical records requests, disclosures, subpoenas, quality reviews, and other health information management activities.
• Support compliance with record retention, documentation management, and health information privacy standards.
• Provide cross-coverage and operational support for site-based Medical Records Clerks as needed to ensure continuity of services.
• Perform additional health information management and administrative duties as assigned.All HealthLinc staff is committed to engage in quality improvement initiatives that align with and support Patient-Centered Medical Home (PCMH).

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications: REQUIRED QUALIFICATIONS:

Education/Training

• High school diploma or equivalent.

Experience

• At least 2-3 years of experience in a medical administrative position preferred.

Skills/Job Requirement

• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Strong customer service skills.
• Proven ability to work well in a team environment.
• Ability to remain flexible and adaptable.
• Ability to follow HealthLinc policies and procedures.

Technology Skills

• Operate a multi-line phone system and other office equipment including printers, fax machines, etc.
• Basic computer skills (Microsoft Office, EHR, online sources, etc.).