Medical Records Clerk

Job Summary

The Medical Records Clerk is responsible for managing, processing, and fulfilling all medical record requests for all Accelerated Urgent Care clinics. This role serves as the primary point of contact for external entities requesting records, including physicians’ offices, medical facilities, law firms, insurance companies, third-party vendors, and entities issuing subpoenas. The Medical Records Clerk ensures all requests are handled accurately, securely, and within agreed-upon timelines while maintaining compliance with HIPAA and organizational policies.

Key Responsibilities

• Process and fulfill medical record requests for all AUC clinics from:
• Physicians’ offices and medical facilities
• Law firms and legal entities (including subpoenas)
• Insurance companies
• Third-party request companies and vendors
• Review requests for completeness, validity, authorization, and compliance with HIPAA and legal requirements.
• Track, prioritize, and manage multiple record requests simultaneously to ensure timely submission by agreed-upon due dates.
• Release medical records using various approved methods, including:
• Fax
• Secure portal uploads
• Scheduling and coordinating in-person pickups
• Other approved electronic or physical formats as required
• Communicate regularly with requesting parties to:
• Confirm receipt of requests
• Clarify missing or incomplete information
• Provide status updates and estimated completion timelines
• Answer incoming phone calls related to medical record requests and provide professional, knowledgeable assistance.
• Maintain accurate documentation and logs of all requests, communications, and releases.
• Escalate complex, sensitive, or urgent requests to leadership as appropriate.
• Ensure strict confidentiality and security of patient health information at all times.
• Collaborate with clinic staff and leadership to retrieve records efficiently and resolve issues.
• Follow all AUC policies, HIPAA regulations, and applicable state and federal laws regarding medical record release.

Qualifications

Education

High school diploma or equivalent required.

Associate degree in Health Information Management, Business Administration, or a related field preferred.

Experience

Minimum of one (1) year of experience in medical records, healthcare administration, or a related healthcare setting preferred.

Experience working with electronic medical record (EMR) systems required.

Experience processing medical record requests, subpoenas, and releases of information preferred.

Knowledge, Skills, and Abilities

Strong understanding of HIPAA regulations and patient privacy requirements.

Knowledge of medical terminology and healthcare documentation practices.

Excellent organizational skills with strong attention to detail.

Ability to manage multiple requests and prioritize tasks in a fast-paced environment.

Strong written and verbal communication skills.

Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.

Ability to maintain confidentiality and exercise sound judgment.

Strong customer service and problem-solving skills.

Ability to work independently while collaborating effectively with cross-functional teams.

Physical Requirements

Ability to sit for extended periods while working on a computer.

Ability to occasionally lift and carry files or office supplies up to 20 pounds.

Ability to perform repetitive keyboarding and data entry tasks.