Medical Records Clerk

Overview

Riverside Miller Healthcare is seeking a dedicated and organized Medical Records Clerk to join our healthcare team in Kankakee, Illinois. This individual will play a crucial role in managing patient records and ensuring that all medical documentation is accurately maintained, secure, and accessible in compliance with healthcare regulations. This individual will also be responsible for planning, purchasing, receiving, storing, distributing, and tracking all supplies and equipment for the clinical department.

This role ensures cost‑effective purchasing practices, accurate inventory control, vendor compliance, and adherence to federal and Illinois SNF regulations. The ideal candidate will be detail‑oriented, proficient with medical record systems, and committed to maintaining confidentiality and accuracy in all aspects of record‑keeping.

• Manage and Maintain Medical Records:
  Organize, file, and retrieve patient medical records, ensuring they are up-to-date and accurate.
• Data Entry:
  Input patient information, diagnosis, treatment, and care details into the electronic health record (EHR) system with precision.
• Confidentiality and Compliance:
  Adhere to HIPAA and other regulatory requirements to maintain patient privacy and confidentiality at all times.
• Record Retrieval and Distribution:
  Provide requested medical records to authorized healthcare providers, staff, and patients in a timely and efficient manner.
• File System Management:
  Ensure the physical and digital filing systems are organized, complete, and compliant with healthcare standards and regulations.
• Document Processing:
  Prepare, process, and upload medical records for audits, insurance claims, and patient inquiries.
• Record Disposal:
  Assist in the proper destruction of outdated or no longer needed patient records in accordance with company policies and legal requirements.
• Communication:
  Coordinate with healthcare providers, patients, and administrative staff regarding record requests or discrepancies.
• Resolve order discrepancies, backorders, credits, and returns.
• Develop and maintain par levels.
• Rotate stock, label storage areas, and minimize product expiration and waste.
• Track high-cost and high-use items (e.g., wound care, incontinence, enteral supplies).
• Implement systems to prevent loss, diversion, or misuse.
• Verify packing slips and invoices against purchase orders.
• Deliver and restock supplies to designated units and storage areas.
• Maintain clean, organized supply rooms.
• Monitor supply spend against budget.
• Prepare monthly utilization and variance reports.
• Follow CMS regulations, IDPH requirements, and facility policies.
• Maintain documentation for recall notices and product tracking.
• Ensure medical supplies are stored appropriately (temperature, humidity, security).
• Support emergency preparedness inventory (PPE, generators, disaster supplies).
• Participate in QAPI, infection prevention, and safety committees as requested.
• Train unit staff on proper supply request and storage processes.

• Assist with administrative tasks such as answering phones, scheduling, or general office duties when needed.
• Participate in team meetings to provide input on office procedures or record‑keeping systems.
• Provide assistance to other departments or teams within Riverside Miller Healthcare as needed.

• High school diploma or equivalent.

• Associate’s degree or higher in health information management, medical office administration, or related field.
• Certification as a Medical Records Technician (CMRT) or similar credential (preferred, not required).

• Previous experience working with medical records or in a healthcare setting; experience with Point Click Care systems is a plus.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

Riverside Healthcare offers a comprehensive suite of Total Rewards: benefits and nationally rated…