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Medical Records Clerk - New Castle, PA

  • Job ID: 948763253
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours:
  • Shift: Day Job
  • Facility: UPMC Avalon Place
  • Department: Nursing Administration
  • Location: 3410 W. Pittsburg Road, New Castle PA 16101
  • Union Position: No
  • Salary Range: $13.80 to $20.75 / hour


Join the team that’s providing the highest quality of care to seniors in our communities. With state-of-the-art safety protocols and the support of an academic medical center, UPMC Senior Communities has demonstrated a continued commitment to keeping both our residents and our employees safe and healthy, especially throughout the COVID-19 pandemic.
Make a true impact at our senior living facilities, where you’ll have the confidence that your care is clinically backed by a best-in-class health care system and the rewarding knowledge that you are changing lives every day. 

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-9 coding.
  • 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

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   Current UPMC employees must apply in HR Direct