An Electronic Medical Records Specialist organizes records with patient medical diagnosis and treatment information, and maintains medical record databases. Gathers and reviews data for medical records and assigns codes needed for insurance billing. Uses electronic health records software to manage records and databases.
January 2026 JOB SUMMARY The Medical Records Clerk is responsible for managing, maintaining, and safeguarding electronic patient records within an electronic health record system. This role ensures the accuracy, completeness, confidentiality, and accessibility of digital medical and counseling records in compliance with regulatory standards and organizational policies.
RESPONSIBILITIES AND DUTIES
Primary Responsibilities:
Create, update and maintain electronic medical and counseling records for newly admitted and existing patients. Review EMR/EHR records for accuracy, completeness, and compliance with documentation standards. Scan, index and upload documents into the electronic health record system, ensuring proper classification and legibility. Enter, retrieve, and verify patient data using EMR/EHR software and related clinical systems. Process requests for electronic medical records in accordance with HIPAA and organizational privacy policies. Manage electronic or paper release of information requests for authorized staff and external entities. Compile and generate electronic reports and statistical data related to admissions, discharges and treatment services. Assist clinical and administrative staff with EMR workflows, record corrections, and documentation standards. Post laboratory results, diagnostic reports, and treatment documentation into patient records. Audit electronic records to identify errors, missing information, or compliance issues. Support data migration, record retention, and electronic archiving processes. Perform other related administrative and clerical duties as assigned.
Secondary Responsibilities:
Must present a professional image in conduct, attitude, and attire. Satisfactory completion of mandatory training. Additional duties as assigned.
QUALIFICATIONS
Education and Experience:
Associate degree, certificate, or 60 college credit hours in Health Information Management, Medical Records or related field OR High School diploma or GED with two years of experience working with electronic medical records under the supervision of a qualified Health Information professional.
Skills and Abilities:
Strong commitment in maintaining confidentiality. Proficient in Microsoft Office Suite Proficiency in electronic medical record systems and healthcare software applications. Strong data entry skills with a high level of accuracy Working knowledge of
HIPPA, CFR 42
Part 2 confidentiality standards, and medical records regulations. Ability to read and interpret medical records, policies and procedural manuals. Ability to prepare routine electronic reports and correspondence. Ability to communicate professionally with clinical staff, administrators and external partners. Detail-oriented, organized, dependable, and able to manage multiple tasks. Professional judgment when handling sensitive and confidential information
Physical Demands:
Prolonged periods of sitting and computer use. Frequent use of hands for typing, data entry and document scanning. Occasional standing, walking, and lifting materials up to 10 pounds.
Application Requirements:
Physical examination record or pass physical examination by a CAO physician Valid NYS Driver's License and proof of motor vehicle insurance coverage Completion of the following documents: CAO Employment application NYS SCR Clearance Form with acceptable clearance Criminal Record Certification and free of criminal convictions of crimes against children (misdemeanor or felony) Fingerprinting required. Release for Reference Checks To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential job functions. Employee Signature Date
