Careers At Midland Community Healthcare Services

Midland Community Healthcare Services, Inc. (MCHS) is an equal opportunity employer. All practices of recruiting, hire, promotion, transfer, wage and salary administration, benefits and terminations are administered without regard to race, color, sex, religion, national origin, or age. No qualified handicapped individual shall, on the basis of the handicap, be subject to discrimination at MCHS. Further, MCHS is committed to providing a work environment that prohibits, in any form, unlawful harassment.

Medical Records Clerk/Coleman

Department: Family Services
Location: Midland, TX






JOB TITLE:                                    MEDICAL RECORDS CLERK


REPORTS TO:                               CLINIC MANAGER

OES CODE:                                    29-2071.00




Medical Records Clerks play an important supporting role to the staff and patients of Midland Community Healthcare Services.  They are expected to provide excellent customer service while performing tasks such as compiling, processing, and maintaining medical records of the clinic patients in a manner consistent with medical, administrative, ethical, legal, and regulatory requirements of the health care system. They also process, maintain, compile, and report for health requirements and standards.





  • Protect the security of medical records to ensure that confidentiality is maintained in accordance with legal and regulatory guidelines.
  • Review records for completeness, accuracy, and compliance with regulations.
  • Retrieve patient medical records for appointments, medical personnel, physician review, and audit review.
  • Maintain charts for ease of use and understanding (clean/organize) before re-filing alphabetically.
  • Ensure that all patient information is filed in the medical record in order to maintain complete patient records.
  • Process and accept payment for patient record request for authorized persons, departments, facilities, or agencies.
  • Participate in cross-training opportunities in order to help other front office and medical records areas.
  • Pull charts for Rx and e-scripts requests and provide to clinical staff.
  • Pull charts for abnormal lab results and provide to clinical staff.
  • Maintain EMR message system and ensure that clinical staff has appropriate medical records needed.
  • Distribute all mail, interoffice correspondence, and faxes to correct personnel within the clinic.
  • Monitor printers for lab results, pull their corresponding medical records, and provide to clinical staff.
  • Process requests for medical records needed from other facilities, ensure medical records are received.
  • Retain records until the appropriate dates, then purge old records, deceased patient records, and destroy records past the retention date according to legal and regulatory guidelines.
  • Update patient records as required.
  • Send patient correspondence as required through clinic procedure.
  • Maintain clinic office supplies through the proper procedure.
  • Performs other duties as assigned by the Clinic Manager. 






  • No Supervisory Responsibilities are included in this position.





  • Customer Service Oriented.
  • Oral Comprehension, Expression, Recognition, and Clarity.
  • Written Comprehension and Expression.
  • Computer & Technology Skills - The ability to navigate and utilize Microsoft Office, and the ability to learn to navigate and utilize proprietary medical software packages.
  • Time Management The ability to prioritize tasks in order to best serve the patient and the flow of the clinic.
  • Cultural Competency the ability to deal with people of various cultures and social status, as well as outside entities





  • Must have a High School Diploma or G.E.D.
  • 1-3 years of customer service experience preferred.
  • 1-3 years of medical office experience preferred.
  • No felony results on a criminal background screening.
  • Drug Screen Test with a negative result.





BBP Class IIIThis position does not include any exposure-prone duties. These employees will still receive basic personal protective equipment training, basic bloodborne pathogen standard training, and safety precautions. Employees in this class are still to be offered vaccinations provided by Midland Community Healthcare Services if wanted.


Physical Demand:  Ability to interact with patients and operate office equipment for patient services.  Employees will need the ability to lift a minimum of 25 lbs, or more, independently as necessary.  Vision abilities are required to read and verify patient information, to read information on medical records, and the read information on computer systems.  Ability to pull, push, lift, and manipulate equipment and files. The ability to move freely about the front office and medical record areas in order to perform the job duties is required.  In compliance with EEOC 29 CFR part 1630, reasonable accommodations will be made for those employees with disabilities in order to assist them in performing the job duties and demands, provided it does not constitute undue hardship upon MCHS.




_________________________________________                                 ________________________        Employee Signature                                                                                        Date

Job Description - Medical Records Clerk

Revised 01.2012

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