Records clerks are hired in many capacities including the healthcare industry, where the need to hire them is the highest. The basic work of a records clerk is to make sure that clinical records are properly and confidentially maintained, ensuring that they are constantly updated according to the facility’s guidelines.
Qualifications & Skills Requirement
A high school diploma or a GED equivalent is usually sufficient to work as a records clerk. Some experience in a healthcare capacity may come in handy, especially if you are aspiring to work in one. Good typing skills, exceptional knowledge of using technology and great communication skills are also some prerequisites of working at this position. Since records clerks have to work with confidential information, it is important for them to be able to understand and respect the fact that data provided to them needs to be kept safe at all times. Typically, a records clerk will spend the major part of his or her day working on a computer, punching in information, updating records and processing requests for information retrieval.
In addition to the obvious duties of a records clerk, an individual working at this position may be asked to handle some office work such as managing correspondence, manning a PABX system and even handling reception duties. Here is a list of some general duties that a records clerk is required to perform:
• Sort provided information and ensure that it is properly indexed so that it can be punched into the system
• Perform data entry duties to punch information into predefined records databases
• Check each field at least twice to ensure that punched in information is accurate
• Change any incorrect fields determined during the checking system, to ensure data integrity
• Update information into the system as and when required, ensuring that records are kept updated continuously
• Check requests for records retrieval, ensuring that the requester possesses the right to obtain requested information
• Retrieve required information and hand it to requesters on disks or provide hard copies, depending on which is required
• Ascertain that all information within the system is kept safe and confidential by implementing core security systems
• Back up all information in the database on a regular basis, to ensure that any system crash does not affect the records system
• Scan paper documents to convert them into electronic form, before punching them into the database
• Ascertain that all scanning and printing equipment is properly cleaned and maintained on a regular basis