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Medical Records Clerk 

Category Medical Records  


This position is responsible for acquiring documentation and maintaining medical records in a professional and confidential manner.


  • Prepares physician and clinic schedules three days in advance.

  • Scans and indexes medical records.

  • Ensures records that were scanned and indexed are verified, i.e., date, patient name, date of birth, type of report.

  • Checks incomplete flags and documents throughout the day.

  • Answers overflow calls and provide back-up coverage for the Release of Information desk.

  • Activates patients in Patient Portal, checks messages and answers patient questions.

  • Processes not in system folder in faxcom to be done daily.

  • Checks Hybrid fax on a daily basis and throughout the day and refaxes any unsent faxes.

  • Adds new referring physicians and midlevels to the service provider database and notifies the Billing department. Also adds electronic addresses in the portal.

  • Completes Outlook emails and Centricity flags throughout the day.

  • Acquires necessary medical records and documents for patient charts by communicating via telephone, facsimile or personal contact with other medical facilities.

  • Prints add-on reports at 8:00 a.m., 11:00 a.m., 1:00 p.m., 3:00 p.m. and 4:00 p.m.Email Medical Records staff if report is run prior to 4p.m.

  • Retrieves medical records box in Front Office, Clinical Check out, Physician’s outbox in Physician’s room, and Dr. Caplan’s inbox and distributes outbox to appropriate cubby located in Medical Records room.

  • Checks online Patient Portal messages and reply to them.

  • Review mail, stamp and distribute to appropriate departments.

  • Process P2P print out notes and index to charts.

  • Check Link Logic errors/DTS throughout the day and process errors. Must also communicate with appropriate manager for assistance.

  • Responsible for moving records in Fax Com Folders to include: MedRecords, Records Release, Referrals and Index the To Index Folder.

  • Responsible to obtain/verify orders for Front Office staff.

  • Collect, organize, and release patient health information for hospitals, clinics, physician’s offices, and insurance companies.

  • Run records release orders report daily between Glendale, Sun City West and Peoria offices

Position Requirements


  • Knowledge of Microsoft Office products

  • Knowledge of HIPAA regulations

  • Skill in prioritizing work assignments

  • Skill in utilizing computer software

  • Ability to maintain confidentiality

  • Ability to work effectively with others

  • Ability to maintain professionalism at all times



  • Minimum of one year experience in a medical office or health care field preferably working in a medical records position.

  • Excellent verbal and written communication skills.

  • Excellent customer service skills.

  • Medical terminology preferred.

  • Experience using electronic medical record programs preferred.

Full-Time/Part-Time Full-Time  
Shift Days  
Minimum Education  
Travel Requirements  
Exempt/Non-Exempt Non-Exempt  
Location All Offices  
About the Organization Cardiac Solutions is a medical, physician-owned business that provides a comprehensive range of cardiac health services to the general public and referred patients. Founded in 1984 by Dr. Joseph Caplan, our clinics have established a solid reputation for innovative cardiology treatments and personalized cardiovascular care. We are proud of our status as the West Valley's leading cardiology team, specializing in YOUR total heart care. Our board-certified cardiologists always put your treatment and care first, allowing you to have the peace of mind knowing that your heart is in good hands.

With our intensive educational opportunities through nurse-directed clinics, we help prevent the progression of heart disease by offering extensive cardiology testing. Our main goal is to avoid hospital admissions by accurately diagnosing and treating cardiac problems at the earliest possible stage. During this process, you not only build a relationship with your physician, but with the many members of our TEAM, all of whom are focused on YOUR heart health.  
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.  

This position is currently not accepting applications.

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