Medical Records Clerk in Tulsa, Oklahoma at Urologic Specialists of Oklahoma Inc

Job Title: Medical Records Clerk

Department: Patient Services

Reports To: Director of Patient Services

FLSA Status: Non-Exempt

Employment Status: Full-Time

Location: Tulsa, OK

Work Schedule: Mon- Fri 8AM-5PM (Rotating Fridays 8AM-1PM)

Travel Requirements: None

Safety Sensitive Designation: No

Position Summary

The Medical Records Clerk is responsible for obtaining, reviewing, processing, organizing, and maintaining patient medical records to support efficient patient care and daily clinic operations. This position ensures medical records are accurate, complete, and readily available to healthcare providers and staff in a timely manner. The Medical Records Clerk works closely with clinical teams, scheduling staff, and outside healthcare facilities to coordinate the retrieval and distribution of patient information while maintaining strict patient confidentiality and compliance with HIPAA regulations.

Primary Duties and Responsibilities

• Receive, review, scan, index, and import medical records into the electronic health record (EHR) system.
• Ensure all medical documents are accurately labeled and filed in the appropriate patient chart.
• Review incoming records for completeness, accuracy, and correct patient identification.
• Maintain organized electronic and paper medical records in accordance with organizational policies.
• Monitor outstanding medical record requests and follow up to ensure timely receipt.
• Process incoming medical records received through fax, electronic systems, mail, or other approved methods.
• Prioritize urgent medical record requests based on patient appointments and clinical needs.
• Assist with obtaining necessary documentation for upcoming patient appointments and referrals.
• Collaborate with scheduling teams, clinical staff, and providers to ensure medical records are available before patient visits.
• Communicate with outside facilities regarding missing or incomplete medical records.
• Respond to internal requests for patient documentation in a professional and timely manner.
• Notify appropriate staff when requested records are unavailable or additional information is needed.
• Provide excellent customer service to patients, coworkers, and outside healthcare organizations.
• Maintain strict confidentiality of patient information in accordance with HIPAA and organizational policies.
• Ensure medical records are handled, stored, and released according to applicable regulations and established procedures.
• Verify appropriate authorization before releasing protected health information when required.
• Follow established procedures for secure transmission and disposal of confidential documents.
• Report potential privacy or security concerns to appropriate leadership.
• Maintain established productivity and accuracy standards for processing medical records.
• Complete assigned tasks within departmental turnaround-time expectations.
• Identify opportunities to improve workflow efficiency and reduce processing delays.
• Participate in department meetings, training, and quality improvement initiatives.
• Perform additional duties as assigned by leadership.

Qualifications

• Education: High School Diploma required.
• Experience:
• Minimum of 6 months of scheduling, medical office, patient access, or customer service experience preferred.
• Previous experience using an electronic health record (EHR) system preferred.
• Knowledge / Abilities:
• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities in a fast-paced healthcare environment.
• Proficiency with computers, electronic records, and standard office applications.
• Strong written and verbal communication skills.
• Ability to work independently while contributing to a team environment.
• Understanding of HIPAA regulations and patient confidentiality requirements.
• Ability to identify discrepancies and resolve routine documentation issues.
• Dependable attendance and ability to meet established deadlines.
• Professional attitude with a strong commitment to patient care and customer service.

Physical Demands

• Ability to remain seated and perform computer-based work for extended periods.
• Frequent use of a computer, keyboard, telephone, and other standard office equipment.
• Ability to perform repetitive hand and finger movements associated with data entry and document processing.
• Ability to occasionally lift and carry up to 25 pounds.
• Ability to communicate effectively in person and by telephone.

Work Environment

• Primarily works in an indoor, office or clinical administrative environment.
• Regularly uses computers, telephones, scanners, fax machines, and other standard office equipment.
• May work in proximity to clinical staff, patients, and other healthcare personnel.
• Frequent interaction with confidential patient information and protected health information (PHI).
• Work may involve periods of high activity, multiple competing priorities, and time-sensitive documentation requests.
• Must adhere to applicable infection control, workplace safety, and confidentiality procedures.