What is a Medical Record Clerk?

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  • Written By: B. Miller
  • Edited By: Andrew Jones
  • Last Modified Date: 25 February 2020
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A medical record clerk is one who works in a doctor's office, hospital, or medical billing office, and is responsible for maintaining patient records. This job is generally considered to be an entry-level position, and a medical record clerk is typically only required to have a high school diploma or equivalent. Depending on the size of the office, a record clerk may need to provide customer service to patients as well.

On a daily basis, a medical record clerk may be responsible for checking to see which patients have appointments on that day, and pulling copies of their records or charts from a filing system for the physician and nursing staff to reference throughout the day. Some offices keep dual copies of medical records, one hard copy and one on the computer. The record clerk may need to transcribe medical records into digital form, and update them as needed as patient records change. In addition, a medical record clerk may be the first person a patient meets with when entering the office, and the clerk may be responsible for initially creating the chart and collecting basic data from the patient such as address, phone number, and emergency contact information.


In a smaller office, a medical record clerk may need to answer phones and assist patients in setting up appointments. Some may also answer questions regarding billing. A large part of the job of a medical record clerk also involves making copies of records, and forwarding them to the appropriate locations. For instance, insurance companies, hospitals, other doctor's offices, or patients themselves may request copies, which must be produced quickly and accurately. The records clerk is often responsible for signing out the records, and keeping track of them since patient privacy is a serious matter.

A medical record clerk may need to learn billing codes for insurance companies, and assist medical billers when preparing insurance forms. A records clerk might also enter patient lab results into the records, as well as include any other necessary forms that may be needed, such as growth charts or allergy lists. Duties may vary as needed, and it is important for anyone who wants to become a record clerk to be organized, efficient, and detail-oriented to ensure that the records remain accurate. To become a medical record clerk, it may be necessary to work in a doctor's office or other medical facility for a period of time to get experience and familiarity with the practice. Most record clerks work normal, full-time hours, and many employers will offer benefits as well.


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