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Medical Records Clerk

Location:Portland, ME
Employment Type:Full Time

Manage most requests for records that come to Spurwink. Manage the long term storage of paper records across the agency. In addition, carry several tasks associated with Continuous Quality Improvement.


*1. Respond to external requests for records. Prepare records for release; retrieve records as necessary.
*2. Responsible for managing all closed paper records. Manage a master list of all stored files.
*3. Review requests for records to ensure that they meet legal requirements. Conform with agency policies related to record management and confidentiality.
*4. Abide by, and implement, agency policies related to HIPAA and FERPA. Maintain the confidentiality of all records.
*5. Prepare records for archiving.
*6. Manage the confidential destruction of records that are eligible for destruction.
*7. Communicate with and negotiate with record requestors to ensure that the agency releases the information needed by the recipient.
*8. Consult with program staff about request of records present at those sites.
*9. Establish and maintain contents of files pertinent to the responsibilities of administrators including ADTs.
*10. Establish and maintain spreadsheets for tracking information pertinent to the responsibilities of administrators including residential admission, TCM documentation, and APS authorizations.
*11. Look up client information in CMHC database.
*12. Produce, disseminate and manage incoming and outgoing surveys.
*13. Aid in the production of drafts for CQI related reports.
14. Collaborate with billing office when needed.
15. Communicate with program staff regarding any late or missing documentation.
16. Attend and take minutes for CQI related meetings.
17. Become familiar with MTScheduler (event system) to be able to enter billable time and supervision logs.
18. May be asked to update required forms as appropriate from CQI.
19. And, those other assignments appropriate to the position as determined.


Education and Experience Required: High school diploma or G.E.D. required; some undergraduate experience preferred. Relevant work experience (i.e., secretarial, computer management, office management) preferred.

Physical Requirements: Must be able to stand for long periods of time. Must be able to lift up to 25 lbs.

Knowledge, Skills and Abilities Necessary: Must have ability to read agency reports. Must be able to multi-task and attend to details. Must have effective oral and written communication skills and telephone skills. Must have strong customer service skills. Proficiency with Microsoft Excel and Word preferred. Must have the computer skills and be able to learn and work in Spurwink’s electronic health records.

Spurwink is an Equal Opportunity Employer

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