Medical Records Clerk

Make a difference with VOA Oregon! For over 125 years, Volunteers of America Oregon has been dedicated to serving the most vulnerable members of our community. Through our programs in behavioral health, addiction treatment, reentry services, and support for children and families, we provide life-changing services that promote safety, healing, and empowerment.

Join a mission-driven organization that truly values its employees! This is a full-time position with excellent benefits, including:

Comprehensive health coverage - medical, dental, and vision insurance, with an employee medical premium starting at just $12.50 per paycheck

Financial protection - life insurance, short- and long-term disability insurance

Retirement security - 403(b) with an automatic 5.5% employer contribution after 18 months, regardless of employee participation

Work-life balance - a generous paid time off (PTO) plan, starting with accruals that earn 15 days in the first year, 23 days in the second, and 26 days in the third

Upfront sick leave - 80 hours of front-loaded sick time (prorated in the first year), which resets annually on January 1

Paid holidays - 10 paid holidays each year, plus three personal holidays (prorated in the first year) for employees to take time off to celebrate holidays, events, or milestones that matter most to them

Student loan forgiveness - As a 501(c)(3) nonprofit, VOA Oregon is a qualifying employer for the Public Service Loan Forgiveness (PSLF) program, which can help employees reduce or eliminate their federal student loan debt after 10 years of qualifying payments.

Additional perks - flexible spending accounts, an employee assistance program, and other voluntary benefits and discounts

At VOA Oregon, you'll be part of a compassionate and dedicated team, making a real difference in our community. Apply today!

Job Summary

The Medical Records Clerk maintains the integrity, accuracy, and confidentiality of client health information by organizing, processing, and monitoring electronic and paper medical records in accordance with organizational, legal, and regulatory standards. This position supports timely documentation workflows, coordinates record requests and releases, and collaborates with clinical, quality, and billing teams to ensure records are complete, accessible, and compliant with HIPAA, 42 CFR Part 2, and other applicable requirements. The Medical Records Clerk plays a key role in supporting quality care, regulatory compliance, and accurate reporting by ensuring that health information is consistently maintained and available to authorized users.

Education & Experience.

• High school diploma or GED required.
• Combination of education and experience that provides the knowledge, skills, and abilities required for this position.
• Two years of experience in medical records, health information management, administrative support, or related work involving confidential data management.
• Experience with electronic health record systems required.
• Experience in behavioral health, substance use disorder treatment, primary care, or other healthcare environments preferred.

Certificates, Licenses, Registrations and/or Specialized Training

• None required at time of hire.

Essential Job Duties

• Maintains complete, accurate, and organized electronic and paper medical records in accordance with documentation standards and regulatory requirements.
• Reviews records for completeness, accuracy, required signatures, and appropriate documentation, and follows up with staff to resolve discrepancies or missing information.
• Scans, uploads, labels, and indexes documents in the electronic health record to ensure timely and accurate record availability.
• Processes internal and external requests for release of information in accordance with HIPAA, 42 CFR Part 2, and organizational policies, ensuring that authorizations are valid and disclosures are properly documented.
• Tracks and fulfills record requests from clients, providers, auditors, and external agencies within required timelines and documentation standards.
• Monitors compliance with privacy and confidentiality requirements and immediately reports potential breaches or concerns to appropriate leadership.
• Maintains secure handling, storage, and transmission of health information to protect client confidentiality and data integrity.
• Collaborates with clinical, quality assurance, and billing staff to ensure documentation supports service delivery, billing accuracy, and reporting requirements.
• Assists in retrieving archived or historical records from internal or external sources to support continuity of care, audits, or program needs.
• Prepares routine and ad hoc reports using medical record and EHR data to support quality assurance, program operations, and regulatory reporting.
• Supports internal and external audits by preparing, organizing, and providing requested records in accordance with established procedures.
• Monitors updates to documentation standards, privacy regulations, and reporting requirements and communicates relevant changes to the Quality Assurance Director or designee.
• Serves as a resource to staff on medical record procedures, documentation standards, and record request processes within defined role scope.
• Maintains organized tracking systems for record requests, releases, and documentation corrections to ensure accountability and timely completion.
• Performs additional related duties as assigned to support program and organizational goals.

Knowledge, Skills, & Abilities

• Knowledge of confidentiality laws and privacy practices, including HIPAA and 42 CFR Part 2, and ability to protect sensitive health information in all formats.
• Knowledge of medical records management practices, documentation standards, and health information workflows within a healthcare or behavioral health environment.
• Knowledge of electronic health record systems and the importance of accurate data entry, document indexing, and record maintenance.
• Knowledge of regulatory and organizational requirements related to release of information, record retention, and documentation compliance.
• Knowledge of basic quality assurance and reporting concepts as they relate to health information accuracy and completeness.
• Skilled in using electronic health record systems and standard office software, including word processing, spreadsheets, and email, to manage and track information.
• Skilled in reviewing documents for accuracy, completeness, and compliance with established documentation standards.
• Skilled in organizing, prioritizing, and completing multiple tasks with attention to detail and adherence to deadlines.
• Skilled in managing large volumes of information and maintaining organized filing and tracking systems.
• Skilled in communicating clearly and professionally with staff and external partners regarding record requests, documentation corrections, and process requirements.
• Ability to maintain strict confidentiality and exercise sound judgment when handling highly sensitive information.
• Ability to follow established procedures, accept supervision, and adjust work practices to support accuracy, compliance, and continuous improvement.
• Ability to work independently while collaborating effectively with clinical, administrative, and quality teams.
• Ability to identify discrepancies or compliance concerns in documentation and escalate appropriately.
• Ability to remain organized and detail-oriented in a fast-paced environment with competing priorities and deadlines.
• Ability to support a respectful, professional work environment while interacting with staff, clients, and external partners.

Other Eligibility Requirements

• Must complete a criminal history background check and receive authorization from the State of Oregon's Background Check Unit.
• Must not be excluded from participation in federal healthcare programs, including but not limited to listings on the Office of Inspector General (OIG) List of Excluded Individuals/Entities and the System for Award Management (SAM) exclusion list.
• Must be legally authorized to work in the United States without sponsorship.

Travel Requirement

• This position does not require regular business travel. Occasional overnight travel may be necessary for training, meetings, or other business needs.

Supervisory Responsibilities

This position does not have any supervisory responsibilities.

Physical Demands & Work Environment

The physical demands described here must be met by an employee while performing the essential duties of this job. The employee is regularly required to sit for extended periods, use hands and fingers to operate a computer and other office equipment, and communicate effectively in person and by phone. The employee may occasionally be required to stand, walk, bend, and lift up to 25 pounds.

The work environment characteristics described here may be encountered by an employee while performing the essential duties of this job. The work is primarily performed in an Outpatient Clinical setting with frequent use of standard office equipment such as computers, phones, and printers and interaction with staff, clients, and other individuals. Must be able to respond to occasional crisis situations and maintain safety in an environment where clients may present unpredictable, disruptive, or escalated behavior. The noise level is generally moderate.

Individuals in this role must be able to perform essential job duties with or without reasonable accommodation and without posing a direct threat to the safety or health of employees or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required for this position.