Job Description

Job Title: Medical Records Clerk SL
Job ID: 11739703
Status: Part-Time
Regular/Temporary: Regular
Shift: Day Job
Department: Nursing Administration
Location: 5360 Saltsburg Road, Verona PA 15147


This is a Part Time position. Flexible Daylight Hours.


Responsible for maintaining an organized system of medical records. This includes preparing and distributing information on current residents, purging active medical records as indicated; analyzing active and closed medical records; implementing processes to ensure accuracy and timely completion of all medical records and providing information to external customers according to established policies and procedures.


  • Maintain accurate and orderly file areas for both active and inactive medical records.
  • Ensure compliance with regulations, corporate compliance initiatives and standards.
  • Analyze open medical records, documents findings and participates in the development of the quarterly medical records report.
  • Prepares monthly reports of medical records not completed within established timeframes.
  • Conduct quarterly analysis of all active medical records and purge as indicated.
  • Provides in-services to staff on confidentiality and other topics in area of medical records expertise.
  • Prepare and track Medicare certification and re-certs for physician completion upon admission and as required.
  • Maintain an organized medical record system in accordance with accepted professional standards to assure complete, accurate, confidential and retrievable information on all residents admitted to the assigned nursing facility.
  • Prepare monthly reports of medical records not completed within established timeframes.
  • Obtain accurate diagnosis for all new admissions within 2 working days.
  • Answer all correspondence related to records in accordance with policies regarding release of information.
  • Notify medical director of any medical records not completed within established timeframes or physicians who have not responded to notification.
  • File all closed medical records and supporting documentation according to the closed chart order.
  • Obtain appropriate authorization forms.
  • Provide subpoenaed information as requested as per policy.
  • Completes quantitative analysis of closed medical records within 5 days of discharge. This includes analysis of deficiencies and making arrangements for completion of all patient records before final billing, including ICD-9coding.
  • Maintain statistical files, indices and master resident index.
  • Prepares charts to be boxed from storage and review for destruction annually.
  • Receive and answer all correspondence relative to the medical records of residents to provide information to authorized individuals.
  • Review and update policies/procedures annually in collaboration with the medical record consultant, administration and the medical director.
  • Utilize the quality improvement process to monitor the status of active medical records and closed medical records.
  • Locate, retrieve and update medical records of patients with previous admissions or medical records requested by physicians, administration, and government agencies or staff members.
  • Pull medical record information as requested as per policy.
  • Participate in quality assessment and performance improvement activities as directed by administrator.



High school education or equivalent is required. 

Medical records experience in a health care setting preferred. 

Long term care experience desired. 

Knowledge of physician credentialing requirements in long term care setting preferred.

Licensure, Certifications, and Clearances:

  • Act 34

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

    Salary Range: $13.30 to $20.23 / hour

    Union Position: No

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