Medical Records Clerk

Job Responsibilities

• Ensures medical records maintain quality, accuracy, accessibility and security in both paper and electronic systems.
• Prepares medical records for imaging according to scanning policies and procedures.
• Scans documents into appropriate systems in accordance with department scanning policies.
• Indexes scanned documents according to department policies and data integrity guidelines.
• Conducts quality checks upon the scanning and indexing of medical records.
• Conducts imaging audits to ensure scanning procedures and guidelines are upheld.
• Performs quality control audits to ensure compliance with established privacy and clinical care guidelines, proper usage of clinical systems and data, and the accuracy, completeness and quality of medical records.
• Ensures any document flagged for correction is prioritized, reviewed for accuracy, and corrected according to department scanning policy.
• Works collaboratively with the scanning/indexing vendor on the correction of errors.
• Requests paper charts from off‑site storage in a timely and efficient manner, tracks all requests and ensures their return to the vendor.
• Understands federal, state and organizational destruction guidelines.
• Ensures established business document and medical record retention and destruction policies and guidelines are followed.
• Participates in cross‑coverage support of other function‑based areas as needed and at the discretion of the manager.
• Travels with the team to sites to collect paper medical record charts for indexing.
• Determines whether a chart falls under the destruction category or can be indexed.
• Separates inappropriate sections and collects the “destruction” pile for the destruction team.
• Collects charts that can be indexed, sorts them onto pallets for transportation, and initiates data entry into electronic files upon arrival at the processing location.

• Health information technology experience is a bonus. Knowledge of medical terminology, billing, and organization.
• Data entry – HIM clerks are responsible for entering large amounts of patient data into electronic databases without making a significant number of mistakes.
• Basic computer skills – ability to send emails, install and uninstall software programs, use a word processor, and browse the internet for information.
• Organization skills – ability to stay organized while handling a large number of files and information.
• Communication skills – excellent written and verbal communication skills are required.

• Basic math skills to add and label boxes sequentially.
• Healthcare experience is a must.
• Attention to detail.
• HIPAA regulation familiarity.
• Ability to lift 40 lbs.
• Data entry skills.
• Warehouse experience.

Job Type & Location

Contract to Hire position based out of Rochester, NY.

The pay range for this position is $18.50 - $18.50/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms.

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre‑tax and Roth post‑tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long‑term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

Fully onsite position in Rochester, NY.

Final date to receive applications

This position is anticipated to close on Mar 4, 2026.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.