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Medical Records Clerk


Responsible for providing detailed indexing and quality review of medical record documents within Hyland OnBase and uploading into the electronic health record.  Performs look-up within to validate demographic information (medical record number, contact serial number, dates of service, etc.) and create patient labels as needed for medical record document routing. Indexing involves correctly identify the type of document and whether it is maintained in the medical record; correct patient; correct encounter to ensure the medical record documents route to the correct location within Maestro Care to support the clinical continuum of care.  Scans paper medial record documents for inclusion in the electronic health record. Preps paper medical record documents in advance of scanning to ensure complete information for future scan and indexing processes.

  • Reviews electronic documents scanned by DPC, PDC and Imported documents using Hyland OnBase to validate correct selection of medical record number, document type and date of service and corrects as needed prior to marking for upload to the electronic health record. 
  • Reviews electronic documents scanned by clinical units via the Hyland OnBase Express Scan process and index.  Index the document by reviewing document content, and correct selection of document type, correct patient, correct CSN/encounter and date of service.
  • Prepping, and scanning of all records into the Document Imaging system for permanent storage of patient information per policy. This involves properly identifying all demographic information on each document and removing any pages found in error. This is to assure an acceptable scanned image for future clinical and legal review of the electronic health record. 
  • Deletes blank pages, and documents that are not to be included in the record, rotates pages for proper orientation while viewing.
  • Performs other duties as assigned to include answering telephones from individuals internal to duke who are asking for status of documents needing to be scanned.


Education:  High school diploma or GED equivalent.

  • Two years of administrative support experience of increasing variety and/or complexity.
  • Knowledge, Skills, and Abilities:  Thorough knowledge of department policies, procedures and goals.
  • Ability to creatively use PC, word processing, and other office tools.


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