Medical Records Clerk

Job Summary:
Are you looking for a rewarding part-time job where you can make a real difference in a child-friendly, team-oriented environment? Do you thrive on organization and attention to detail? Our busy and vibrant pediatric practice is searching for a Medical Records Clerk to join our family!

This role is perfect for someone who loves keeping things organized, enjoys working with a supportive team, and wants to be part of a positive and caring environment where every day brings something new.

Why You’ll Love This Job

• Work with a fantastic team that values your contributions.
• Be part of a practice that makes a difference in the lives of children and families.
• Enjoy a flexible part-time schedule—perfect for work-life balance!
• Gain valuable experience in a professional medical setting.

Duties

Medical Records Management:

• Maintain and organize patient medical records, ensuring they are accurate, up-to-date, and easily accessible.
• Process and file incoming faxes into patient charts.
• Create and attach phone notes to incoming records.
• Prepare and maintain patient charts for upcoming appointments.
• Organize paperwork, records, and other documents efficiently.
• Process incoming medical records requests from patients and healthcare providers in a timely manner.
• Utilize medical terminology and systems to accurately code and categorize patient information.
• Assist with the electronic filing of medical documents and ensure compliance with HIPAA regulations.
• Process requests for release of information (ROIs) and patient transfers.
• Update state vaccine systems (e.g., VIIS) as needed.

Patient Communication:

• Notify parents or requesting parties when medical records or forms are ready.
• Send and file IntakeQ/CHADIS paperwork, ensuring updated demographics and consents.

Task Coordination:

• Manage medical record messages and tasks accurately and efficiently.
• Verify pre-scanned charts for accuracy in the Electronic Health Record (EHR) system.
• Add screenings and relevant data to patient charts.
• Collaborate with medical staff to resolve discrepancies in patient records and facilitate smooth communication within the office.
• Perform regular audits of medical records to ensure completeness and accuracy.
• Coordinate with clinical and front office staff to maintain workflow.
• Assist with coverage during team member absences.

Compliance & Technology:

• Maintain knowledge of medical terminology, privacy laws, and EHR software.
• Ensure HIPAA compliance and follow federal/state regulations for medical record management.
• Adhere to all conditions of the Remote Work Agreement for HIPAA compliance.
• Assist with training new staff on record management procedures and software systems.

General Support:

• Work closely with providers and administrative staff to manage patient records efficiently.
• Provide input on process improvements for record management.
• Perform other related duties as assigned.
• Process and file incoming faxes into patient charts.
• Create and attach phone notes to incoming records.
• Prepare and maintain patient charts for upcoming appointments.
• Organize paperwork, records, and other documents efficiently.
• Process incoming medical records requests from patients and healthcare providers in a timely manner.
• Utilize medical terminology and systems to accurately code and categorize patient information.
• Assist with the electronic filing of medical documents and ensure compliance with HIPAA regulations.
• Process requests for release of information (ROIs) and patient transfers.
• Update state vaccine systems (e.g., VIIS) as needed.

Requirements

• High school diploma or equivalent; additional certification in health information management is a plus.
• Previous experience in a medical office setting is preferred, with a strong understanding of medical terminology and record management systems.
• Familiarity with electronic health record (EHR) systems is highly desirable.
• Excellent organizational skills with a keen attention to detail.
• Strong communication skills, both written and verbal, to effectively interact with patients and healthcare professionals.
• Ability to handle sensitive information confidentially and maintain professionalism at all times.
• Knowledge of HIPAA compliance and patient health information management.
• Proficiency in data entry and basic computer navigation.
• Self-directed with the ability to work independently while maintaining security and confidentiality standards.

Why Join Our Pediatric Practice?

At our practice, we believe in teamwork, kindness, and providing exceptional care to families, creating a welcoming environment where your work truly matters. This is a fantastic opportunity for someone looking for a part-time role in a friendly and professional pediatric practice. If you're detail-oriented, self-motivated, and passionate about healthcare administration, and want a job with purpose, flexibility, and an amazing team, we’d love to hear from you!

Job Type: Part-time

Pay: $16.25 per hour

Expected hours: 29 per week

Schedule:

• Monday to Friday

Experience:

• medical office: 1 year (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Winchester, VA 22601 (Required)

Work Location: In person

Salary : $16