Job Description

• Maintains patient files and retrieves files for scheduled appointments; files all patient data upon receipt of information; maintains filing statistics; audits filing sequence. Responds to requests for medical records; processes letters and reports; answers and directs telephone calls.
• Retrieves patient schedules from computer system; sends and receives information via facsimile machine. Keeps supervisor informed of problems or issues; monitors supplies needed; performs other duties as assigned.


• Supervise the work of all the Medical Records clerk. Should familiarize him/her - self with the policies for release of information. Must be able to distinguish between legitimate and illegitimate requests for release of information or review of charts.
• Ensure medical record availability by routing records to admissions and emergency departments, physicians, and other authorized hospital staff, maintaining chart location systems.
• Route the analyzed patient's records to the incomplete files section to the respective doctors, nurses and to the Insurance section.
• Maintain birth and death registers and to notify concerned authorities in duly completing the require procedures.
• Keep medico-legal records under safe custody.
• Provide medical records services by maintaining effective Medical Records filing and retrieving system including locating missing patient records.
• Cooperate with all the department related to the Medical Records services to obtain the proper maintenance of patient records.
• Update the computer data base through the daily list of patient's records for transcription of medical reports.
• Check all unreturned patient records through the computer printout and update the whereabouts of the patient records at least on weekly basis.
• Protect the patient record/s to maintain confidentiality.
• Check all patient records in the filing rack if they were properly filed.
• Maintain all the departmental KPI's.
• Have a monthly meeting with the Medical Records Manager regarding the preceding month's daily performances.
• Perform other duties / tasks within the realm of his / her knowledge and ability as required.
• Perform any other work related to medical records as instructed by the Medical Records Manager.


• Bachelor's degree in any discipline or equivalent.
• At least two years of specialized experience and/or training in keeping medical records.
• Ability to deal with multiple issues simultaneously (multitask) and move them all towards resolution, meet goals and deadlines.
• Computer literacy at intermediate level and a good understanding of MS Office.
• Previous experience in the Health Care Industry.
• Previous experience in a similar role.
• Ability to perform routine tasks completely and accurately.
• Good communication skills, must be fluent in English (speak, read, write).
• Able to work independently within set guidelines.
• Ability to maintain patient confidentiality.
• Good attention to detail