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Medical Records Clerk Job Description: Top Duties and Requirements

A Medical Records Clerk, or Health Records Clerk, manages patient data at a healthcare facility. Their duties include filing medical documents securely, processing admissions, and distributing a patient’s medical chart to the appropriate department, ward, or member of staff so they can receive appropriate treatment.

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Medical Records Clerk duties and responsibilities

A Medical Records Clerk is responsible for making sure a patient’s file is accurate and up-to-date. They must also ensure that files are stored securely to prevent unauthorized access. Some common duties performed in the role include:

  • Adding personal information and other information to a patient’s medical file
  • Ensuring all medical records are stored safely in a way that complies with the law
  • Providing nurses and other health care staff with relevant forms to complete
  • Maintaining strict confidentiality concerning personal information about patients
  • Assisting with audits and other investigations by making available the appropriate documentation
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What does a Medical Records Clerk do?

When a patient attends a clinic or hospital, the Medical Records Clerk logs information about them in their medical file. They maintain a carefully organized and secure filing system to ensure that each patient’s medical records can be easily accessed by authorized users only.

When a patient receives treatment from a health care professional, the Medical Records Clerk adds information to their file to reflect this. Additionally, they issue admission and discharge papers when a patient enters or leaves a health care facility. If a person or agency requests access to a patient’s medical file, the Medical Records Clerk takes responsibility for processing such requests per legal regulations.

Medical Records Clerk skills and qualifications

Reliability and attention to detail are two of the most important skills needed for this role. A Medical Records Clerk should also have a good working knowledge of medical terms to help improve the accuracy of record keeping. Other important skills for the job include:

  • Experience with handling medical files in a previous role
  • Ability to maintain a well-organized and secure filing system
  • Good communication skills
  • Attention to detail so mistakes are easily spotted and corrected
  • Excellent time management skills
  • Understanding of how hospitals and other medical facilities operate so that files are sent to the appropriate department

Medical Records Clerk experience requirements

Ideal candidates will have two to three years of experience handling medical records in a previous role, such as a Medical Secretary. Candidates are also expected to be familiar with MS Office or similar programs since many tasks will be performed electronically.

Medical Records Clerk education and training

Candidates are required to have a high school diploma or equivalent. Although there is no formal qualification for the position, a candidate may have gained a certificate or taken college courses in administration or secretarial studies. A Medical Records Clerk will generally receive most of their training on the job, including learning specific features of the healthcare facility where they work and procedures that need to be followed. For example, more complex records may need to be kept in a healthcare facility providing specialist treatment or care, such as in a mental health setting.

Medical Records Clerk salary expectations

According to Indeed Salaries, a Medical Records Clerk can expect to earn an average of $21.62 per hour in Canada. Pay can vary depending on factors such as the employee’s experience, the type of medical facility where they work, and the location of their workplace.

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Medical Records Clerk job description FAQs

What is the difference between a Medical Records Clerk and a Medical Receptionist?

There is no need for formal medical training or qualifications in this role. However, working knowledge of medical terminology can be helpful for accurate record-keeping and responding promptly to requests for relevant information. However, candidates with specific medical administration training will be at an advantage over candidates without.

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