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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Medical Records Clerk Job Description Examples:

 

Example 1

*Posting #: *21-[phone number]*Position: *Medical Records Clerk *Status: *Temporary Part-Time (June [phone number]to November [phone number]with the possibility of extension ) *Program: *Operations *Department: *Health Information Services *Site: *Ramsey Lake Health Centre (RLHC) *Education and Training: * -Successful completion of a Medical Office Administration program or equivalent education in a related field -Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required. *Experience: * -A minimum of three (3) months recent relevant experience *Knowledge, **Skills/Ability: * § Excellent organizational and communication skills § Demonstrated knowledge and proficiency in Medical Terminology § Demonstrated proficiency in Microsoft Office software, [website] Excel, Word and Outlook § Proficiency in data entry and working knowledge of computerized patient information system *Personal Suitability: * § Demonstrated positive work record and good attendance record *Selection Process: * Candidates will be selected for this position based on their seniority and ability to meet the normal requirements identified in the job posting. A resume or completed Application Form indicating skills and ability must be submitted. HSN reserves the right to conduct a formal process where required. *Shift: * Initially Assigned to Days and Evenings *French Language* *Service Designation: * Bilingualism is an Asset *Salary: * Reference ID: 21-[phone number]Contract length: 6 months Job Types: Part-time, Temporary Salary: $22.81-$24.11 per hour Schedule: * 8 hour shift Work remotely: * No

Example 2

Ontario Partners in Health (OPiH), formerly University of Ottawa Health Services (UOHS) is a privately-held, health services management company founded in [phone number]Since our inception, OPiH has expanded the breadth and scope of services offered to the University of Ottawa community as well serving alumni and the general community. The University of Ottawa Health Services and the Family Health Team, now known collectively known as ByWard FHT, currently has over 100 health care professionals and 115 staff members with 4 locations comprising over 35,000 square feet of space on, and adjacent to, the University of Ottawa main campus. In addition to our core work managing the ByWard FHT, OPiH has extended our activities into managing clinical services for a variety of other clients, both private and institutional, in the primary care and long-term care sectors. Significant expansion of space and services, particularly over the last 10 years, has provided OPiH with many opportunities to hone skills and develop experience and resources in the areas of clinical management, human resources management, project management, facilities management, information management, marketing and communications, government relations, and in particular, student and service excellence. Job Summary The medical records clerk works with the records team to ensure correspondences are well received and distributed through Ontario Partners in Health (OPIH). Essential
  • Triaging and distribution of all incoming mail correspondence;
  • Reconciliation of documents relating to the medical record;
  • Prepare all documents for scanning ensuring staples and clips are removed and pages are oriented correctly and organized for efficiency;
  • Scan medical correspondence and allocate to appropriate patient records as per OPIH naming conventions;
  • Ensure quality control [website] correct patient name, date of encounter, document quality and imaging;
  • Ensuring all work is accurate in terms of format, spelling, and grammar allocated to the correct chart;
  • Maintenance of scanning equipment according to manufacturer specifications;
  • Receive, sort and distribute outside mail/ parcels/FedEx according to internal procedure;
  • Receive medical correspondence (including internal mail) and distribute to physicians according to internal procedure;
  • Acting as a backup for the correspondence clerk;
  • Other clinic related duties as required by physicians, AHP’s and/or administration that are mutually agreed upon by the incumbent and direct supervisor. Essential Qualifications
  • Completion of secondary school or equivalent GED and a college program or other specialized courses for medical administration;
  • Bilingual (French and English);
  • Computer literacy: MS Word, Outlook, EMR;
  • Experience working with medical records;
  • Knowledge of medical terminology an asset;
  • Strong attention to detail;
  • Excellent communication and customer service skills; Additional Information
  • Employment classification: full-time
  • Hourly rate: $17.11 - $23.85 Closing Date: Until the position is filled We thank all applicants for their submissions, only those selected for an interview will be contacted. OPIH is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation during the recruitment process, please contact us at [phone number].
  • Example 3

    Requisition ID: [phone number]Position Number: [phone number]Posting End Date: July 5, [phone number]City: Winnipeg Site: Victoria General Hospital Department / Unit: Health Info Services Job Stream: Non-Clinical Union: MGEU-Supp-100 Anticipated Start Date: ASAP FTE: 0.70 Anticipated Shift: Evenings;Weekends Daily Hours Worked: 7.75 Annual Base Hours: [phone number]Salary: $17.967, $18.506, $19.061, $19.633, $20.222, $20.829 Grow your career in the Winnipeg Health Region! Our team provides a spectrum of health care services through an integrated network of sites, services and organizations. We’re united by a shared commitment to excellent and equitable health care. Position Overview Reporting to the Manager of Health Information Services the Medical Records Clerk is responsible for a diversity of Health Information Services functions including chart assembly, filing, release of information, late report processing, and report generation/dissemination. Experience Experience in a Windows environment. Education Minimum Grade XII Education. Graduate of a recognized Health Information Management Program or successful completion of a recognized medical terminology course PLUS six months’ experience in a Medical Records department preferred. Not Applicable Qualifications and Skills Accurate typing – 40 words per minute in a hospital typing test. Ability to prioritize workload, work independently, and make effective decisions. Demonstrated effective verbal and written communication in the English language. Working knowledge of the electronic health record an asset. Working knowledge of the Personal Health Information Act. Physical Requirements Good physical and mental health to meet the position’s demands. The Collective Agreement this position is covered under, is identified by the Union noted above. As a result of The Health Sector Bargaining Unit Review Act, the bargaining agent for this position may differ from the Union identified. In the event you have any questions, please contact your site Human Resources Department. This position requires a current satisfactory Criminal Records Check (including Vulnerable Sector Search), Child Abuse Registry Check and Adult Abuse Registry Check as conditions of employment. The successful candidate will be responsible for any service charges incurred. A security check is considered current if it was obtained no more than six (6) months prior to the start of employment. Please note that an employee is not permitted to hold two or more positions across the WRHA legal entity that combine to equal more than 1.0 EFT. The WRHA legal entity includes Churchill Health Centre, Deer Lodge Centre, Grace Hospital, Middlechurch Home of Winnipeg, Pan Am Clinic, River Park Gardens, Victoria General Hospital, WRHA corporate programs, and WRHA community health services. Interviewed candidates may be called upon to participate in a skills assessment. Any application received after the closing time will not be included in the competition. We welcome applications from people with disabilities. Accommodations are available upon request during the assessment and selection process.

    Example 4

    JOB Posting CUPE Clerical Date Posted: July 7, [phone number]Posting #: 21-[phone number]Position: Medical Records Clerk Status: Permanent Full-Time Program: Operations Department: Health Information Services Site: Ramsey Lake Health Centre (RLHC) Education and Training:  Successful completion of a Medical Office Administration program or equivalent education in a related field  Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required. Experience:  A minimum of three (3) months recent relevant experience Knowledge, Skills/Ability:  Excellent organizational and communication skills  Demonstrated knowledge and proficiency in Medical Terminology  Demonstrated proficiency in Microsoft Office software, [website] Excel, Word and Outlook  Proficiency in data entry and working knowledge of computerized patient information system Personal Suitability:  Demonstrated positive work record and good attendance record Selection Process: Candidates will be selected for this position based on their seniority and ability to meet the normal requirements identified in the job posting. A resume or completed Application Form indicating skills and ability must be submitted. HSN reserves the right to conduct a formal process where required. Shift: Initially Assigned to Days and Evenings French Language Service Designation: Bilingualism is an Asset Salary: [website] Applications for this position must be submitted to the Human Resources Department before [phone number]hours on July 14, [phone number]

    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?

    Medical Receptionists focus on providing a public-facing role, including answering phone calls and greeting patients when they arrive. They also perform some administrative tasks, including recording appointments and filing patient documents. In contrast, a Medical Records Clerk specializes in handling medical records in a large health care setting. They often engage with Nurses and Doctors in different departments to supply appropriate documentation for various patients.

    What should you look for in a Medical Records Clerk resume?

    Ideal candidates will be able to demonstrate that they are familiar with the legal and ethical issues that must be observed as a Medical Records Clerk, including patient privacy and confidentiality. An applicant will stand out if they have good computer skills because the majority of medical record systems now operate online. Additionally, a strong resume should be well laid out and free from errors, as a Medical Records Clerk needs to have excellent attention to detail and create error-free records.

    Does a Medical Records Clerk require any medical training?

    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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