Medical Records Clerk

Position Purpose:

Under the supervision of the Program Manager, the Medical Records Clerk is responsible for maintaining and organizing medical records in accordance with established policies and procedures. Key duties include retrieving and assembling charts, troubleshooting missing records, performing data entry, and ensuring the accuracy and confidentiality of patient information. 

Principal Responsibilities:

1. Maintain, organize, and update patient medical records in compliance with established policies and procedures.
2. Retrieve, assemble, and file charts as requested by authorized personnel.
3. Troubleshoot and track missing or misplaced charts to ensure accurate record-keeping.
4. Perform data entry and ensure the accuracy of patient information in electronic and paper record systems.
5. Manage the Rosetta Tank for JWCH, ensuring lab results are matched with lab orders in Next-Gen and successfully placed into patient EHRs.
6. Process medical record requests while ensuring compliance with HIPAA and confidentiality regulations.
7. Work with Health Plans to submit and review audited charts for HEDIS and other audits in compliance with state laws.
8. Audit records for completeness and follow up on missing documentation.
9. Coordinate the release of medical records to internal departments and external entities per policy and legal requirements.
10. Maintain logbooks and tracking systems for medical records and document requests.
11. Implement quality control measures to ensure record integrity.
12. Assist in training staff on proper medical records procedures and compliance standards.
13. File and organize medical charts using terminal digit order.
14. Attach correspondence and medical documents to patient EHRs under appropriate categories.
15. Conduct quality control checks on active medical charts to ensure accuracy.
16. Respond to routine inquiries regarding medical records via phone or in person.
17. Greet and assist the public and, if needed, act as a receptionist.
18. Schedule patient appointments and call to confirm upcoming visits as needed.
19. Verify patient eligibility via Medi-Cal, Health Plan, and MHLA websites.
20. Adhere to strict confidentiality, informed consent, and disclosure standards as required by law and agency policies.
21. Perform other administrative duties as assigned.

Requirements:

1. High school diploma or GED required
2. Minimum one (1) year of experience in medical records, health information management, or a related administrative role in a community health setting.
3. Strong understanding of HIPAA regulations and patient confidentiality requirements.
4. Knowledge of medical terminology, health records management, and chart organization.
5. Proficiency in data entry with attention to accuracy and detail.
6. Ability to troubleshoot missing records and maintain organized documentation.
7. Strong organizational and time-management 
8. Excellent verbal and written communication skills.
9. Ability to work collaboratively in a team environment and interact professionally with patients, staff, and external entities.
10. Customer service-oriented with the ability to assist patients professionally.
11. Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
12. Experience using EHR systems (Next-Gen preferred).
13. Types at least 40 wpm.  
14. Bilingual (Spanish/English), bicultural.

Preferred:

1. Graduate of an approved medical assistant program in the state of California.

Physical Demands and Working Conditions:

1. Prolonged periods of sitting
2. Frequent reaching, bending, and lifting of files, charts, and office supplies.
3. Ability to lift and carry up to 25 lbs occasionally.
4. Frequent use of hands for data entry, filing, and handling medical records.
5. Ability to work in a fast-paced environment and manage multiple tasks simultaneously.
6. May require occasional travel between clinic sites for record management or audits.
7. Requires manual dexterity and eye-hand coordination.  
8. Requires corrected vision and hearing to within normal range.   
9. Requires working under stressful conditions.

*All JWCH, Wesley Health Centers workforce members are recommended to be fully vaccinated and boosted against COVID-19.

Employee Benefits:

At JWCH Institute, Inc., we believe in taking care of those who take care of others. If you work 30 hours per week, you’ll enjoy competitive pay and a robust benefits package that includes:

• Medical, Dental, Vision
• Monthly employer-sponsored allowance for assistance with health premiums.
• Funded Health Savings Account (up to deductible) to assist with carrier-approved medical expenses.
• Paid time off (vacation, sick leave) and 13 paid holidays.
• 401(k) Safe Harbor Profit Sharing plan.
• Mileage reimbursement.
• Short- and long-term disability plans (LTD/STD).
• Life insurance policy & AD&D, and more!

Become part of a team where your work matters. Apply today and help us change lives, one patient at a time.

JWCH Institute, Inc Wesley Health Centers is an Equal Opportunity and Fair Chance Employer.