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Medical records clerk job description

The Medical Records Clerk is responsible for organizing, maintaining, and safeguarding patient health records. This entry-level administrative role supports clinical and billing teams by ensuring medical documentation is accurate, complete, and accessible when needed.

This position is well suited for detail-oriented candidates interested in healthcare administration. Medical Records Clerks work in hospitals, clinics, physician offices, and health information management departments.

No prior healthcare experience is required, but familiarity with office software and data entry is helpful. Employers typically provide training on electronic health record systems and HIPAA compliance.

Requirements

  • High school diploma or equivalent required.
  • 0-1 years of experience in an office, data entry, or administrative role preferred.
  • Comfortable working with computers and willing to learn EHR and health information systems.
  • Strong attention to detail and organizational skills.
  • Understanding of or willingness to learn HIPAA regulations and medical terminology.
  • Ability to handle confidential information with discretion.
  • Reliable and able to work independently with minimal supervision.

    • Responsibilities

  • Organize, scan, and file patient medical records in electronic and physical filing systems.
  • Enter patient data into electronic health record (EHR) systems accurately and promptly.
  • Process requests for medical records from patients, providers, insurance companies, and legal representatives.
  • Ensure all medical documentation complies with HIPAA privacy and security regulations.
  • Verify the completeness of medical charts and follow up with providers on missing documentation.
  • Assist with coding and abstracting medical records for billing and reporting purposes.
  • Maintain confidentiality of all patient information at all times.
  • Support audits and quality reviews by pulling and organizing requested records.
  • Track and manage record retention schedules and document destruction processes.