Medical Records Clerk - Eastern Long Island Hospital bei Stony Brook Medicine
Stony Brook Medicine · Greenport, Vereinigte Staaten Von Amerika · Onsite
- Professional
- Optionales Büro in Greenport
Position Summary
The Medical Records (HIM) Clerk performs clerical and technical functions in support of the hospital’s Health Information Management Department. This position ensures the integrity, accuracy, accessibility, and security of patient health records in compliance with hospital policy, accrediting agency standards, and federal and state regulations, including HIPAA. The Medical Records (HIM) Clerk supports all aspects of medical record processing, including record assembly, analysis, scanning, indexing, release of information, and physician record completion. As part of a collaborative hospital team, this position helps uphold our mission of excellence by maintaining the confidentiality of patient information and supporting patients and caregivers with timely, reliable data.
Job Duties & Essential Functions
- Retrieve, assemble, and prepare patient medical records for scanning, indexing, and chart completion in the Electronic Health Record (EHR).
- Perform document imaging duties, including scanning paper records, conducting quality control checks, indexing documents to correct patient accounts, and verifying completeness of records.
- Process requests for health information with accuracy and care, ensuring each request supports patient needs and compliance with HIPAA and hospital confidentiality policies and standards.
- Monitor, track, and communicate physician chart deficiencies; assist in enforcing timely record completion per hospital bylaws and Joint Commission standards.
- Maintain logs and records of HIM activities such as record requests, performance improvement and productivity, as applicable.
- Provide timely, courteous assistance to physicians, staff, and outside agencies—reflecting our hospital’s commitment to exceptional service and patient confidentiality.
- Participate in audits, chart reviews, and quality assurance activities to support compliance and regulatory readiness.
- Assist with data abstraction, filing, and retrieval of patient information for ongoing hospital operations.
- Maintain strict confidentiality of all Protected Health Information (PHI) and comply with all hospital privacy and security protocols.
- Perform general clerical and administrative tasks such as copying, faxing, mailing, and record tracking.
- Support HIM leadership with special projects, performance improvement initiatives, and departmental goals.
Required Experience & Qualifications:
High school diploma or equivalent
Working knowledge of medical terminology and HIPAA privacy regulations
Strong attention to detail and data accuracy
Excellent organizational and time management skills
Ability to communicate effectively with physicians, staff, and external requestors
Proficient in Microsoft Office Suite and data entry systems
Demonstrates initiative and enjoys working both independently and as part of a supportive team
Preferred Experience & Qualifications:
- Completion of a Health Information Technology or Medical Office program
- One or more years of clerical experience in a hospital Medical Records (HIM) Department, medical records, or healthcare setting
- Data entry and/or typing experience
- Knowledge of Electronic Health Record systems (e.g., Epic, Meditech, Cerner) and document imaging processes
Experience working with office equipment (e.g. computer, copy machine, scanner)
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with patients, office staff and medical providers. The employee must be able to exchange accurate information in these situations.
- Frequent sitting, standing, and walking throughout the workday.
- Manual dexterity for handling paper records and operating office equipment.
Occasional lifting or carrying of record boxes up to 25 pounds.
The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of SBELIH.
Special Notes: Resume/CV should be included with the online application.
- Stony Brook Medicine is a smoke-free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
- All Hospital positions may be subject to changes in pass days and shifts as necessary.
- This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
- This function/position maybe designated as “essential.” This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook Eastern Long Island and related facilities.
Anticipated Pay Range:
The starting salary range (or hiring range) for this position has been established based on relevant experience. The above salary range (or hiring range) represents SBEILH’s good faith and reasonable estimate of the range of possible compensation at the time of posting.
Your total compensation goes beyond the number in your paycheck!
Prior to start date, the selected candidate must meet the following requirements:
- Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Eastern Long Island’s Employee Health Services *
- Complete electronic reference check with a minimum of three (3) professional references.
- Successfully complete a 4 panel drug screen*
- Meet Regulatory Requirements for pre-employment screenings.
- Provide a copy of any required New York State license(s)/certificate(s).
Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.
*The Human Resources department will be responsible for any fee incurred for examination.
Company Overview:
As part of Stony Brook Medicine, Stony Brook Eastern Long Island Hospital (SBELIH) combines the best in academic and community medicine, improving access to advanced medical care for residents of the North Fork and Shelter Island. With 70 beds, SBELIH is Suffolk County’s first hospital, serving the North Fork since 1905. SBELIH provides care to 25,000 year-round residents and expanding to 60,000 summer residents with comprehensive healthcare solutions, including behavioral health, medical-surgical, orthopedics and general surgery, wound care, interventional pain management and GI, advanced ambulatory care, diagnostic, and physical therapy services. The hospital is also a clinical campus and training site for Stony Brook Medicine, with its first SBELIH Psychiatry resident having graduated in 2022.
StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duly organized and registered under the New York Professional Employer Organization law. StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Eastern Long Island employees and responsible for all aspects of employment, including hirings, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargaining. StaffCo is fully responsible for providing all payroll and human resources services, including the payment of wages, collecting and reporting payroll taxes and maintaining any and all employee benefits. SUNY Stony Brook Hospital is responsible for the operation of the hospital and provision of health care and is the co-employer as is necessary to conduct its responsibilities and for related licensure, regulatory or statutory requirements and obligations.
Given StaffCo’s employment responsibilities, it is deemed the “employer” for employment and labor law purposes. Thus, the employees are private sector employees of StaffCo, not public sector employees of SUNY. The private sector nature of the StaffCo employees has been approved by NYS Civil Service and upheld in a decision by the US National Labor Relations Board.
Stony Brook Medicine is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
Stony Brook Eastern Long Island Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.
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