Join our dynamic team at Cardiology and Vascular Associates (CAVA)—one of Michigan’s leading cardiology practices. Founded in 2000, CAVA proudly delivers top-tier cardiovascular care across 3 office locations and multiple area hospitals through a dedicated team of 10 board-certified cardiologists and a team of highly skilled mid-level providers.
Position Summary
The Medical Records Clerk is responsible for maintaining accurate, organized, and confidential patient medical records, in a fast paced professional environment. This position supports clinical and administrative operations by processing medical records, scanning and indexing documents, responding to authorized record requests, preparing records for patient visits, and ensuring information is accurately entered and maintained within the electronic medical record (EMR) system.
The Medical Records Clerk must demonstrate strong attention to detail, professionalism, confidentiality, organization, and knowledge of HIPAA requirements and medical-record handling procedures.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Receive, sort, organize, scan, upload, and accurately index patient medical records and related documents.
- Ensure medical records are complete, legible, properly filed, and associated with the correct patient.
- Retrieve medical records for physicians, clinical staff, and authorized personnel.
- Prepare medical records and supporting documentation for scheduled patient appointments.
- Process incoming medical information from hospitals, laboratories, imaging centers, specialists, and other healthcare providers.
- Monitor records for missing, incomplete, or improperly filed documentation and follow up as appropriate.
- Maintain organized electronic and paper records in accordance with clinic procedures.
- Assist with medical record retention, archiving, and destruction procedures according to applicable requirements.
Release of Information
- Process requests for medical records from patients, healthcare providers, insurance companies, attorneys, and other authorized parties.
- Verify that appropriate authorization or legal documentation is present before releasing protected health information.
- Ensure records are released accurately, securely, and within required timeframes.
- Document requests, releases, and correspondence in accordance with clinic procedures.
- Escalate unusual, incomplete, or legally sensitive requests to the appropriate supervisor or designated staff member.
EMR and Data Entry
- Enter and update patient demographic and medical-record information accurately.
- Scan and index documents using established naming and filing conventions.
- Review uploaded documents for quality, completeness, and correct patient assignment.
- Correct filing or indexing errors promptly.
- Maintain accurate tracking logs and record-request documentation.
- Protect the integrity of electronic patient information and prevent unauthorized access or disclosure.
Clinical Support
- Assist clinical staff with locating and obtaining records needed for patient care.
- Prepare charts and documentation for new and established patient appointments.
- Ensure outside records, diagnostic reports, consultation notes, hospital records, and other relevant documentation are available to providers when needed.
- Assist with obtaining missing medical documentation when requested by clinical staff.
- Communicate with outside healthcare facilities and provider offices regarding medical-record requests.
Customer Service
- Respond professionally to patients and other authorized individuals regarding medical-record requests and related questions.
- Provide clear information regarding the clinic's medical-record request process.
- Direct questions requiring clinical, legal, or supervisory interpretation to the appropriate staff member.
- Maintain a professional and courteous demeanor when handling sensitive or confidential information.
COMPLIANCE AND CONFIDENTIALITY
- Maintain strict confidentiality of patient information in accordance with HIPAA, applicable federal and state laws, and clinic policies.
- Access patient information only when necessary to perform assigned job responsibilities.
- Follow all clinic policies regarding privacy, security, medical-record retention, release of information, and information handling.
- Immediately report suspected privacy breaches, lost records, misfiled records, unauthorized access, or inappropriate disclosure of patient information to the appropriate supervisor.
- Complete required HIPAA, privacy, security, and compliance training.
QUALITY AND PERFORMANCE EXPECTATIONS
The Medical Records Clerk is expected to:
- Maintain a high level of accuracy in all record-handling activities.
- Demonstrate excellent attention to detail.
- Process medical-record requests within established departmental timeframes.
- Maintain organized and accessible records.
- Minimize scanning, indexing, filing, and data-entry errors.
- Follow established workflows and procedures consistently.
- Demonstrate reliability, punctuality, and accountability.
- Maintain appropriate confidentiality at all times.
- Communicate effectively with physicians, clinical staff, patients, and outside organizations.
Requirements and Qualifications
- High school diploma or equivalent required.
- Minimum 1 year experience in a medical office, healthcare, medical records, health information, or administrative setting required.
- Medical Records education preferred.
- Minimum 1 year experience with EHR programs required (ideally NextGen).
- Basic knowledge of medical terminology required.
- Understanding of HIPAA and patient confidentiality requirement needed.
- Familiarity with cardiology records, diagnostic testing, hospital records, and specialist documentation preferred.
- Minimum 40 words per minute typing skills required.
- Intermediate Microsoft Office Suite skills required.
- Ability to accurately handle detailed and repetitive work.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
PERFORMANCE STANDARDS
Performance in this position may be evaluated based on:
- Accuracy of medical-record filing, scanning, indexing, and data entry.
- Timeliness of record processing and retrieval.
- Compliance with HIPAA and clinic confidentiality policies.
- Accuracy and completeness of release-of-information processing.
- Responsiveness to clinical and administrative record requests.
- Organization and maintenance of medical records.
- Attendance, punctuality, dependability, and professionalism.
- Ability to follow established procedures and departmental workflows.
- Communication and customer-service effectiveness.
- Ability to maintain productivity while preserving accuracy and confidentiality.
PHYSICAL REQUIREMENTS
- Ability to sit and work at a computer for extended periods.
- Ability to perform repetitive computer, scanning, filing, and document-handling activities.
- Ability to occasionally lift and carry files, boxes, or office materials weighing up to approximately 25 pounds.
- Ability to move between work areas as required.
- Ability to maintain attention to detail in a busy clinical environment.
WORKING CONDITIONS
The Medical Records Clerk works primarily in a medical-office environment and regularly interacts with patients, physicians, clinical staff, administrative personnel, outside healthcare organizations, and other authorized parties. The position requires the ability to work independently while also functioning effectively as part of a healthcare team.
Reports To: Clinical Director
Supervisory Responsibilities: None
Job Type: Full-time
Pay: $17.50 - $19.50 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Retirement plan
- Vision insurance
Experience:
- Medical records: 1 year (Required)
Work Location: In person
