Medical Records Clerk

Position Title: Medical Records Clerk / Medical Records Specialist (Scanning)

Department: Medical Records – Health Information Management

Location: New York, NY 10029

Tentative Start Date: 11/16/2026 - 01/09/2027

Duration: 7+ Weeks contract with strong possibilities of extension

Schedule: 9:00 AM-5:00 PM

Top 3 Non-Negotiable Skills:

Demonstrated ability to recognize and correctly classify medical record document types
Typing speed of 40 WPM or better with high accuracy
Working proficiency in Excel, including entering data, sorting, and filtering
 

Preferred Skills:

Prior HIM or document imaging experience in a hospital setting
Familiarity with Epic
Knowledge of medical terminology
 

Candidate Persona (background, behaviors):

HS diploma and 1+ year of experience working directly with paper medical records
Proven accuracy in data entry and comfort with repetitive detail work
Ability to maintain strict confidentiality
Ability to lift and carry record boxes up to 25 lbs
Ability to stand, bend, and reach for extended periods
 

Skills:  

One year experience

Education:       

High School Diploma/ GED
High school diploma or equivalent
 

Required Skills:

Medical record assembly
Medical record filing
Excel
Detail oriented
Administrative tasks
 

Additional:

Excellent typing
phone handling
x-ray film handling

Duties:              

• Assemble medical record documents following established guidelines. 
  Answer phones. 
  Ensure year band is placed in all medical records for appointments and open medical record for new patient. 
  File medical records in terminal digit order and open additional volumes as needed. 
  Pull and prepare medical records for next day appointments. 
  Pull and file x-ray films as needed. 
  Print daily pull slips, progress notes, and other daily forms.
   

Summary:

• Prepare, scan, and index legacy paper medical records into the electronic health record as part of a department-wide effort to eliminate paper. 
  The role requires working knowledge of how a paper medical record is organized and the ability to identify document types on sight, along with solid typing, data entry, and spreadsheet skills.
   

Key Responsibilities:

• Prep records for scanning: remove staples and clips, repair torn pages, sort and batch by document type
  Identify and separate document types within a paper chart, including face sheets, H&Ps, operative reports, progress notes, nursing documentation, orders, consents, lab and imaging results, and discharge summaries
  Scan records at production volume and verify image quality, orientation, page counts, and completeness
  Index each document to the correct patient, encounter, date of service, and document type
  Review scanned output for errors and rescan or reindex as needed
  Enter and maintain batch, volume, and exception data in tracking spreadsheets
  Flag illegible pages, missing documents, and misfiled material to the supervisor
  Handle all protected health information in accordance with HIPAA and hospital policy