The Medical Records Clerk is responsible for ensuring accurate and timely documentation and maintaining compliance with HIPAA and other healthcare regulations. The role involves protecting patient privacy, ensuring data integrity, and facilitating collaboration with clinical, administrative, and billing teams to support efficient healthcare delivery.
Description of Duties and Responsibilities
Compliance & Regulations
- Ensure compliance with HIPAA, federal, state, and local regulations.
- Implement and maintain record retention and destruction policies.
- Respond to audits and inspections, ensuring documentation is accurate and accessible.
Records Management
Monitor creation, organization, storage, retrieval, and maintenance of medical records.
- Ensure accuracy, completeness, and timeliness of health information.
- Manage transition from paper to electronic health records (EHR) if applicable.
 Data Security & Privacy
- Maintain the confidentiality and integrity of patient records.
- Develop and enforce policies for access control to sensitive information.
Reporting & Documentation
- Generate reports for internal use (e.g., compliance, productivity, billing support).
- Support coding, billing, and reimbursement processes through accurate record-keeping.
Interdepartmental Collaboration
- Work with clinical, administrative, and IT teams to ensure seamless health information flow.
- Assist in resolving discrepancies or documentation issues flagged by other departments.
- Accurately inputs all findings to and from the medical record.
- Retrieves medical records for patient care and/or visit monitoring.
- Reports on training needs.
- Identifies and reports barriers for department effectiveness.
- Fosters positive interpersonal relationships with other staff members.Â
- Practices effective teamwork.
- Provides accurate verbal communication to appropriate persons in a clear, concise manner.
- Utilizes time and supplies efficiently.
- Maintains confidential information regarding patient and work-related matters.
- Maintains/processes patients’ records in an efficient and timely manner.
- Handles patient information with utmost respect and confidentiality.
- Support the organization’s mission, vision, and values of quality care and patient satisfaction.
- Other duties as assigned.
Via Care’s Expectations of All Employees
- Adheres to all Via Care’s Policies and Procedures
- Conducts self in a manner that represents Via Care’s core values at all times
- Maintains a positive and respectful attitude with all work-related contacts
- Communicates regularly with their immediate supervisor about Departmental and Via Care Concerns
- Consistently reports to work prepared to perform the duties of the position.
- Meets productivity standards and performs duties as workload necessitates
Essential Duties
- Scan and index medical records received into ECW.
- Distribute incoming e-faxes -Â morning and afternoon, according to task schedule.
- Accept incoming documents via mail from Via Care internal courier.
- Fax and mail the requested medical release of records. Scan requests and Release of Information into the chart (in ECW Care.)
- Take all medical record phone calls and triage calls.
- Complete Social Security release of records and log in ECW Care for tracking.
- Copy and send release of records for attorney’s offices and log in ECW Care for tracking.
- Receive and triage Subpoenas for release of medical records daily and log in ECW Care for tracking.
- Other duties as assigned.
