Medical Records Clerk

CFG Health; Philadelphia (Philadelphia County); On-site; USD 35,000 - 48,000; Full time

Job summary

CFG Health is seeking a diligent Medical Records Clerk to manage patient records, ensuring HIPAA compliance and accurate charting across paper and electronic formats. The role supports timely patient care by organizing, retrieving, and securely handling records.

You will prepare, file, scan, and retrieve records, maintain confidentiality, and collaborate with clinical and administrative staff to ensure efficient operations within the facility.

Qualifications

• High school diploma or equivalent.
• At least 1 year of medical office/healthcare experience.
• Training in an accredited medical records program or experience with an established medical records system preferred.
• Working knowledge of business English, math, grammar and spelling; ability to develop correspondence, reports and directives.
• Demonstrated ability to exercise discretion and maintain patient confidentiality.
• Strong organizational, communication and attention-to-detail skills.

Responsibilities

• Prepare new patient charts by gathering documents from paper sources and/or EHR.
• Ensure medical records are accurately assembled and maintained in standard order.
• Scan paper records into the EHR and create digital images for storage.
• Obtain physician signatures on diagnostic studies prior to filing.
• Maintain both active and inactive patient files.
• Provide medical records to healthcare providers and staff as requested.
• Prepare monthly statistics and reports regarding medical records activities.
• File paperwork and reports in patient charts accurately and in a timely manner.
• Ensure proper storage of files according to procedures.
• Safeguard patient records and ensure HIPAA compliance.
• Process release of information requests securely and timely.
• Respond to requests for patient records and retrieve/transmit as needed.
• Retrieve records from offsite storage when necessary.
• Perform clerical tasks including phones, faxing and check-in/out.

Skills

Attention to detail

Organizational skills

Communication skills

Confidentiality

Medical records experience

Education

High School Diploma or equivalent

Medical records program training

Job description

Position Summary

The Medical Records Clerk is responsible for managing and maintaining patient medical records for the facility. This includes preparing, storing, retrieving, and reviewing records to ensure accuracy, completeness, and compliance with organizational policies and HIPAA regulations. The role may function independently or as part of a medical records team.

Position Requirements

• High School Diploma or equivalent.
• Minimum of one (1) year of experience in a medical office or healthcare setting.
• Training in an accredited medical records program or experience with an established medical records system preferred.
• Working knowledge of business English, math, grammar, and spelling; ability to develop correspondence, reports, and operational directives.
• Demonstrated ability to exercise discretion and maintain patient confidentiality.
• Strong organizational, communication, and attention-to-detail skills.

Performance Expectations / Duties

• Prepare new patient charts by gathering documents and information from paper sources and/or electronic health records (EHR).
• Ensure medical records are accurately assembled and maintained in standard order.
• Scan paper records into the appropriate sections of the EHR and create digital images for storage.
• Obtain physician signatures on diagnostic studies prior to filing.
• Maintain both active and inactive patient files.
• Provide medical records to healthcare providers and administrative staff as requested.
• Prepare monthly statistics and reports regarding medical records activities.
• File paperwork and reports in patient charts accurately and in a timely manner.
• Ensure proper storage of files according to established procedures.
• Safeguard patient records and ensure compliance with HIPAA and other regulatory requirements.
• Process release of information requests in a timely and secure manner.
• Respond to internal and external requests for patient records, retrieving and transmitting them appropriately.
• Retrieve medical records from offsite storage facilities when necessary.
• Perform clerical tasks as needed, including answering phones, faxing, and assisting with patient check-in/check-out.
• Attend and participate in required training sessions.
• Adhere to safety and security policies and participate in disaster preparedness drills.
• Demonstrate the ability to respond effectively in stressful situations.
• Perform additional duties as assigned.

Organizational Expectations

• Provides a positive and professional representation of CFG Health Systems, LLC.
• Promotes a culture of safety for patients and employees through proper identification, reporting, documentation, and prevention
• Maintains competency and knowledge of current standards of practice, trends, and developments in related scope of job role or practice
• Adheres to infection control policies and protocols, medication administration and storage procedures, and controlled substance regulations
• Participate in ongoing quality improvement activities
• Completes required orientation as directed by the facility
• Follows facility and OSHA safety rules and procedures while on assignment
• Follows facility and CFG Health Systems Occurrence Protocol
• Upholds HIPAA and PREA regulations
• Punctual and dependable for assigned/confirmed shifts
• Maintains security clearance for the assigned facility

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made upon written request to your supervisor for individuals with disabilities to perform the essential responsibilities functions.

• May regularly be required to stand, sit, walk, reach, bend, kneel, crouch, or stretch, for prolonged periods of time.
• Ability to communicate and understand written and verbal communication.
• The employee must be able to lift and/or move up to 50 pounds.