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Key Responsibilities and Required Skills for a Health Information Clerk

💰 $35,000 - $55,000

Healthcare AdministrationMedical RecordsAdministrative Support

🎯 Role Definition

A Health Information Clerk is the trusted custodian of patient health information, a critical role that sits at the intersection of patient care, data management, and legal compliance. You are the gatekeeper and organizer of the most sensitive data within a healthcare facility. This position is perfect for a highly organized, detail-oriented individual who understands that accuracy is not just a goal, but a requirement for patient safety and operational excellence. As a Health Information Clerk, you ensure that the patient's story—told through their medical records—is complete, accurate, and secure, forming the backbone of the entire healthcare delivery system.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Medical Office Assistant
  • Healthcare Administrative Intern
  • Data Entry Clerk

Advancement To:

  • Registered Health Information Technician (RHIT)
  • Medical Records Department Supervisor
  • Health Information Manager

Lateral Moves:

  • Medical Biller and Coder
  • Patient Registration Clerk

Core Responsibilities

Primary Functions

  • Meticulously assembles, analyzes, and scans physical and digital patient records into the electronic health record (EHR) system, ensuring all documents are correctly indexed and legible.
  • Performs rigorous quality assurance checks on all scanned and indexed medical documents to guarantee the integrity and completeness of the patient's legal health record.
  • Manages and processes all incoming requests for health information (ROI) from patients, healthcare providers, insurance companies, and legal entities in strict accordance with HIPAA and state privacy laws.
  • Maintains the critical integrity of the Master Patient Index (MPI) by diligently identifying, investigating, and merging duplicate medical record numbers and correcting any demographic data inaccuracies.
  • Retrieves and delivers patient charts, specific files, and crucial health information to various hospital departments, clinics, and authorized personnel to ensure continuity of care.
  • Acts as a primary point of contact, responding to a high volume of telephone, email, and in-person inquiries regarding medical records, always providing excellent customer service while safeguarding patient confidentiality.
  • Conducts ongoing quantitative analysis of patient records to identify and report any documentation deficiencies, such as missing signatures or reports, to the appropriate clinical staff.
  • Manages the complete lifecycle of patient health information, from creation and maintenance to secure archival and eventual destruction based on established organizational retention policies.
  • Expertly navigates multiple electronic health record (EHR) systems and ancillary healthcare software to locate, retrieve, and securely transmit patient information.
  • Prepares and releases comprehensive sets of patient information required for legal proceedings, insurance audits, and research purposes, ensuring all documentation is complete and authorizations are valid.
  • Collects, sorts, and distributes incoming mail, faxes, and electronic communications related to patient health information, promptly routing them to the appropriate internal channels.
  • Performs high-accuracy data entry, inputting patient demographic data, physician orders, and other critical information into the health information system.
  • Maintains a detailed and defensible log of all released protected health information (PHI), carefully documenting who received the information, when it was sent, and for what validated purpose.
  • Coordinates the retrieval of charts and records from off-site storage facilities, managing the inventory of archived physical and electronic files.
  • Scrutinizes and verifies the authenticity of all requests for information, including subpoenas and court orders, consulting with supervisors or legal counsel before any disclosure of PHI.

Secondary Functions

  • Assists clinical and administrative staff by troubleshooting basic EHR system functionality and providing user-level guidance on proper documentation workflows and procedures.
  • Compiles, tracks, and helps generate reports on key departmental metrics, such as record processing times, ROI turnaround, and deficiency rates for performance monitoring.
  • Participates actively in departmental meetings and continuous quality improvement (CQI) initiatives aimed at enhancing the efficiency, accuracy, and security of health information management processes.
  • Educates patients and their families on the process for obtaining their medical records, patiently explaining required forms, authorization needs, and any associated fees in a clear and compassionate manner.
  • Contributes to major departmental projects, such as assisting with the transition from paper-based records to fully electronic systems, including back-scanning initiatives and data migration validation.

Required Skills & Competencies

Hard Skills (Technical)

  • EHR/EMR System Proficiency: Hands-on experience navigating and utilizing major Electronic Health Record systems such as Epic, Cerner, Meditech, or Allscripts.
  • HIPAA & Privacy Regulations: A deep, working knowledge of HIPAA, HITECH, and other state/federal regulations governing patient privacy and the release of information.
  • Medical Terminology: Strong command of medical terms, abbreviations, anatomy, and physiology to accurately interpret and process health documents.
  • High-Accuracy Data Entry: Proven ability to perform fast and accurate typing and data entry, often measured in keystrokes per hour (KPH) or words per minute (WPM).
  • Release of Information (ROI) Expertise: Solid understanding of the end-to-end process for validating and fulfilling medical record requests from various sources.
  • Microsoft Office Suite: Competency in using tools like Outlook for communication, Word for correspondence, and Excel for basic tracking and reporting.

Soft Skills

  • Meticulous Attention to Detail: An unwavering focus on accuracy and precision when handling complex patient data, as small errors can have significant consequences.
  • Discretion and Confidentiality: A strong ethical compass and the ability to handle highly sensitive information with the utmost integrity and confidentiality.
  • Exceptional Organizational Skills: The ability to manage and prioritize a high volume of tasks, deadlines, and requests in a fast-paced environment.
  • Clear & Professional Communication: The capacity to communicate effectively and compassionately with patients, clinicians, and external parties, both verbally and in writing.
  • Analytical Problem-Solving: The skill to investigate and resolve discrepancies, such as duplicate records or incomplete information, using critical thinking.
  • Time Management & Prioritization: Ability to work independently to meet deadlines and manage workflows with minimal supervision.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent (GED).

Preferred Education:

  • Associate's Degree in Health Information Technology (HIT) or a related field.

Relevant Fields of Study:

  • Health Information Management
  • Healthcare Administration
  • Medical Assisting

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in a medical records department, hospital, or busy clinic setting.

Preferred:

  • Direct experience with Release of Information (ROI) and chart analysis is highly desirable. A credential such as RHIT (Registered Health Information Technician) from AHIMA is a significant advantage.
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