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If you’ve Googled “medical records clerk job description,” you’ve probably seen dozens of posts that all look the same: a list of duties, a list of requirements, and a cold “Apply here” link at the bottom.
The problem? Those generic posts don’t actually attract the kind of detail-oriented, trustworthy professionals you need for this role. They’re so bland, they could be written for any job in any industry.
A great medical records clerk isn’t just someone who can file paperwork. They’re the quiet backbone of patient care—keeping health information accurate, confidential, and accessible for the people who need it most. And if your job post doesn’t show candidates why the role matters and what it’s like to work with you, the best ones will scroll right past.
Before you copy-paste a tired template, I recommend reading our full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/ . It will give you the bigger picture of why generic posts fail, and how to turn a job ad into a powerful recruiting tool.
In this article, we’ll take those same principles and apply them specifically to the Medical Records Clerk role—so you can connect with the right candidates and inspire them to apply.
Don’t let bad hires slow you down.
WorkScreen helps you identify the right people—fast, easy, and stress-free.
What the Medical Records Clerk Role Actually Is
A medical records clerk is the guardian of patient information. They organize, manage, and protect medical records—whether that’s in paper files, electronic health systems, or both.
In practical terms, they make sure doctors, nurses, and other healthcare staff have the right information at the right time. That could mean updating patient charts, processing requests for records, entering data into an EHR (Electronic Health Record) system, or ensuring that everything is stored securely to meet privacy regulations like HIPAA.
It’s a role that demands more than just filing skills. Accuracy, discretion, and a deep sense of responsibility are essential—because even a small mistake can impact patient care. The best medical records clerks are detail-oriented, tech-savvy, and understand that their work is a critical part of keeping a healthcare facility running smoothly.
Two Great Job Description Templates for a Medical Records Clerk
We’ll provide two tailored job description options:
1.✅ Option 1: For employers looking to hire an experienced candidates with prior experience.
2.Option 2: For employers open to hiring entry-level candidates or those willing to train someone with potential.
✅ Version 1 — Job Description For Experienced Medical Records Clerk
📌 Job Title: Medical Records Clerk — Join Maplewood Community Health
💼 Type: Full-Time | 📍 Location: Columbus, OH | 💲 Salary: $18–$23/hour (DOE)
🕒 Schedule: Mon–Fri, 8:00 AM – 4:30 PM
🎥 A Quick Word from the Hiring Manager (60 sec): Watch how this role impacts patient care and how the team works together.
[Insert Loom/YouTube link]
Who We Are
Maplewood Community Health is a neighborhood-based primary care group serving families on Columbus’s east side for over 15 years. Our physicians, nurses, and care coordinators work as one team to deliver accessible, respectful care—whether that’s same-day visits, chronic care management, or telehealth follow-ups. Accurate, secure medical records are the backbone of that mission, and our clerks make it possible for clinicians to treat patients with confidence.
Our Culture
We obsess over accuracy, patient privacy, and follow-through. You’ll join a tight-knit operations team that documents carefully, communicates clearly, and helps providers get exactly what they need—fast.
What You’ll Do
- Maintain, organize, and update patient records (paper & EHR) with zero gaps
- Process internal/external record requests in full HIPAA compliance
- Audit charts for completeness and correct document indexing
- Enter demographics, referrals, test results, and visit notes promptly
- Support clinicians with rapid, accurate record retrieval
What We’re Looking For
- 1+ year in medical records/health information management
- Working knowledge of EHR workflows and basic medical terminology
- Impeccable attention to detail; calm under deadlines
- Clear communication and a strong sense of discretion
- High school diploma or equivalent (RHIT/RHIA a plus)
Perks & Benefits
- Health, dental, vision (eligible after 60 days)
- 401(k) with match after 6 months
- 12 paid holidays + 10 days PTO in year one
- Commuter stipend or free parking
- Annual stipend for job-related training/certification
Why This Role Is a Great Fit
- Your precision directly improves patient outcomes
- Small, collaborative team where your work is visible and valued
- Clear growth path into HIM, compliance, or care coordination
Our Hiring Process
We review every application and respond within two weeks. Shortlisted candidates complete a brief WorkScreen skills evaluation, followed by a single panel interview (virtual or onsite). Finalists undergo reference and background checks.
📥 How to Apply
Apply via WorkScreen: https://app.workscreen.io/apply/maplewood_records_experienced
(We evaluate real skills—so strong performers rise quickly.)
✅ Version 2 — Job Description For Entry-Level / Willing to Train Candidate
📌 Job Title: Medical Records Clerk (Entry-Level) — Maplewood Community Health
💼 Type: Full-Time | 📍 Location: Columbus, OH | 💲 Salary: $15–$19/hour (DOE)
🕒 Schedule: Mon–Fri, 8:00 AM – 4:30 PM
🎥 Meet the Team (45 sec): See the records desk in action and hear how we train new hires.
[Insert Loom/YouTube link]
Who We Are
At Maplewood Community Health, we believe great patient care starts with great information. Our medical records team safeguards the accuracy and privacy of every chart so our clinicians can focus on people—not paperwork. If you’re organized, reliable, and eager to learn, we’ll teach you the rest.
Our Culture
Kind, patient, and team-first. We mentor new teammates, document our processes, and help each other hit the mark—every time.
What You’ll Do
- Scan, file, and index documents to the correct patient charts
- Retrieve records for front desk and clinical teams
- Learn HIPAA, access rules, and release-of-information workflows
- Keep data clean and up to date in the EHR
What We’re Looking For
- High school diploma or equivalent
- Basic computer skills; comfortable learning new software
- Detail-oriented, trustworthy, and consistent
- Strong attendance and follow-through
Perks & Benefits
- Health, dental, vision (eligible after 60 days)
- 401(k) with match after 6 months
- 10 days PTO in year one + 12 paid holidays
- Paid training with a dedicated mentor
- Tuition assistance for approved certificates (e.g., HIM fundamentals)
Why This Role Is a Great Fit
- Healthcare entry point with a clear career ladder
- Supportive team that invests in your growth
- Meaningful work that directly supports patient care
Our Hiring Process
We reply to all applicants within 1–2 weeks. You’ll complete a short WorkScreen evaluation (attention to detail + scenario-based tasks). One friendly interview; then references/background for finalists.
📥 How to Apply
Apply via WorkScreen: https://app.workscreen.io/apply/maplewood_records_entry
(Show us your accuracy and ownership—we’ll handle the training.)
Hiring doesn’t have to be hard.
If your hiring process is stressful, slow, or filled with second-guessing—WorkScreen fixes that. Workscreen helps you quickly identify top talent fast, eliminate low-quality applicants, and make better hires without the headaches.
Breakdown of Why These Medical Records Clerk Job Posts Work
Both the experienced and entry-level versions follow the “Best New Way” principles from our Master Guide on Writing Job Descriptions That Attract Top Talent — here’s why they stand out.
1. Clear, Specific Job Titles
Instead of a vague “Medical Records Clerk” alone, each title tells the reader exactly where they’ll work and the nature of the role.
- Experienced version: “Medical Records Clerk — Join Maplewood Community Health”
- Entry-level version: “Medical Records Clerk (Entry-Level) — Maplewood Community Health”
This specificity filters in the right audience and sets expectations immediately.
2. Warm, Context-Rich Introductions
Both posts start with a personal video invitation from the hiring manager or team — something you rarely see in healthcare admin roles. This instantly humanizes the job and helps applicants picture the workplace. The written introductions highlight why the role matters and what the company stands for, not just what tasks will be performed.
3. Transparent Salary & Benefits
Pay ranges are included right under the job title. Benefits aren’t buried at the bottom — they’re in a dedicated Perks & Benefits section that builds trust, shows professionalism, and helps applicants self-qualify before applying.
4. Clear Separation Between “Perks & Benefits” and “Why This Role Is a Great Fit”
By keeping these separate, we make sure candidates understand the tangible incentives (benefits) and the emotional motivators (growth, impact, culture). This appeals to both logic and values.
5. Culture Is Demonstrated, Not Claimed
Instead of vague phrases like “we value teamwork,” the posts give specific examples — e.g., “We mentor new teammates, document our processes, and help each other hit the mark—every time.” This paints a vivid picture of daily life at Maplewood.
6. Responsibilities Show Impact
The duties aren’t just task lists — they’re framed as contributions to patient care and clinic efficiency. For example, “Your precision directly improves patient outcomes” ties the work to a bigger mission.
7. Respectful, Transparent Hiring Process
Both posts clearly state:
- Response timeframes (1–2 weeks)
- The WorkScreen evaluation step
- Number and type of interviews
- Next steps for finalists
This reduces candidate anxiety and signals that the company values applicants’ time.
8. Multiple Access Points for Different Candidate Types
By providing both an experienced hire and an entry-level version, the company widens the talent pool while keeping the role appealing and achievable for each group.
Bad Medical Records Clerk Job Post Example — And Why It Fails
📌 Job Title: Medical Records Clerk
💼 Type: Full-Time | 📍 Location: Columbus, OH
🗓 Deadline: August 30, 2025
Job Summary
We are looking for a medical records clerk to manage patient files. Duties include filing, retrieving records, and updating patient information.
Key Responsibilities
- File patient records
- Retrieve records as requested
- Update patient information
Requirements
- High school diploma or equivalent
- Basic computer skills
- Good organization
How to Apply
Please send your resume to hr@healthclinic.com. Only shortlisted candidates will be contacted.
❌ Why This Job Post Falls Short
- The Job Title Is Generic
It says only “Medical Records Clerk” with no mention of the clinic, department, or any distinguishing factor. This could apply to any facility in any city. - The Introduction Is Cold and Vague
There’s no context about the organization, no mission, and no explanation of how the role contributes to patient care. It reads like a checkbox requirement, not an opportunity. - No Salary or Benefits Listed
Omitting pay ranges and perks signals a lack of transparency, which can deter serious applicants — especially in competitive healthcare markets. - Culture and Values Are Missing
There’s nothing about what it’s like to work there, what the team is like, or how employees are treated. - Responsibilities Are Oversimplified
The duties are so minimal and generic that they don’t give the candidate a clear picture of the daily work. - Hiring Process Feels Dismissive
Ending with “Only shortlisted candidates will be contacted” sends a cold, one-sided message. This tells candidates their effort may not be acknowledged. - No Personality in the Call to Action
There’s no encouragement, warmth, or human touch — it’s purely transactional.
Bonus Tips to Make Your Medical Records Clerk Job Post Stand Out
Even if your job description already follows the “Best New Way” format, adding small but high-impact touches can make it even more attractive to high-quality candidates.
1. Add a Security & Privacy Notice for Applicants
Given that medical records clerks deal with sensitive information, a security statement reassures applicants you’ll treat their data with the same care.
Example:
Important Notice: We value the privacy and security of all applicants. We will never ask for payment, bank details, or personal financial information during the hiring process. Any communication from us will come directly from an @maplewoodhealth.org email address.
2. Mention Paid Leave and Flexible Time Off
Healthcare admin roles can be demanding — candidates appreciate knowing upfront that rest and recovery are valued.
Example:
Enjoy 10 days of PTO in your first year, plus 12 paid holidays. We also offer flexible scheduling for personal appointments and family needs.
3. Highlight Training & Growth Opportunities
Show applicants there’s a future beyond the starting role. For medical records clerks, that might mean advancing into Health Information Management or Compliance.
Example:
We invest in your growth — from paid training on our EHR systems to tuition assistance for certifications like RHIT or Certified Medical Records Technician.
4. Add a Short Video From the Hiring Manager or Team
A 45–60 second Loom or YouTube clip can make your post memorable.
Ideas for content:
- The hiring manager explaining how the role helps patient care
- A quick “day in the life” walk-through of the records desk
- A short message from a current records clerk sharing what they love about the job
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
5. Showcase Real Employee Testimonials
Link to a Glassdoor review or feature a short quote from a current team member.
Example:
“I started as an entry-level records clerk and within two years, I was promoted to Health Information Supervisor. The team here is supportive and invested in your success.” — Sarah L., Maplewood Community Health
6. Be Explicit About Your Hiring Process Timeline
Reduce applicant anxiety by spelling out when they’ll hear from you and what the steps will be.
Example:
We reply to every applicant within 14 days. The process includes a short WorkScreen skills evaluation, one interview, and reference/background checks for finalists.
Should You Use AI to Write a Medical Records Clerk Job Description?
It’s tempting to open a chatbot and type, “Write me a medical records clerk job description”. Within seconds, you’ll get something that looks polished — but here’s the problem:
When you give AI almost no context, it gives you exactly what you asked for — generic filler. And generic filler won’t attract the careful, trustworthy, detail-oriented people you need for this role.
Why You Shouldn’t Rely on AI Alone
- It produces generic content. Without specific company, culture, and role details, AI spits out a job post that could belong to any clinic in any
- It attracts the wrong candidates. The less specific your post is, the more likely you are to get high-volume, low-fit applicants who are just spraying résumés everywhere.
- It weakens your brand. A job post is often the first impression a candidate has of your clinic. If it reads like a template, they’ll assume the role — and possibly the workplace — is equally impersonal.
The Right Way to Use AI for This Role
AI is an incredible assistant — not a replacement for your input.
Here’s how to prompt it effectively:
- Feed it real details:
- Your company’s name and mission
- The exact location and work setting (clinic, hospital, multi-site, etc.)
- The role’s core impact (“supports patient care by ensuring accurate, secure records”)
- Your culture and values
- Perks, benefits, and pay range
- Your hiring process steps
- Your company’s name and mission
- Example Prompt for a Medical Records Clerk Post:
“Help me write a job post for Maplewood Community Health, a neighborhood-based primary care clinic in Columbus, OH. We’re hiring a Medical Records Clerk to maintain accurate patient charts, process requests, and ensure HIPAA compliance. Our culture is collaborative, respectful, and detail-oriented. We offer $18–$23/hour, health/dental/vision insurance, 12 paid holidays, and tuition assistance for RHIT certification. The hiring process includes a WorkScreen skills evaluation and one interview. Here are a few notes I’ve written to get you started: [Insert your own notes here].” - Then, let AI polish — not create from scratch. Use it to smooth flow, improve clarity, or suggest better phrasing for your responsibilities section.
💡 Pro Tip: You can even paste in one of the Good Job Post Examples from earlier in this article and say, “Make me a version of this for a Medical Records Clerk at Maplewood Community Health.” This gives AI a strong model to work from — without stripping out the human touch.
Build a winning team—without the hiring headache.
WorkScreen helps you hire fast, confidently, and without second-guessing.
Need a Quick Copy-Paste Medical Records Clerk Job Description?
We get it — sometimes you just need something fast.
Maybe you’ve already read this guide and understand what a strong job post looks like. But you also want a solid starting point you can copy, paste, and tailor to your company in just a few minutes.
That’s what this section is for.
✏️ Important Reminder:
Don’t copy this word-for-word and expect magic.
This is a foundation, not a final draft.
Add a Loom video, inject your team culture, and edit the details to reflect your actual company.
In this section, you’ll find two ready-to-use job description templates for quick copy-paste use — but please remember, like we mentioned above, don’t just copy them word-for-word and expect results.
Think of these as starting points, not final drafts.
- Option 1: A more conversational, culture-first job description that highlights personality and team fit.
- Option 2: A more structured format, including a Job Brief, Responsibilities, and Requirements for a traditional approach.
✅ Option 1: Conversational, Culture-First Style
Job Title: Medical Records Clerk – Safeguard Patient Care at [Company Name]
💼 Location: Remote (HQ: [City, State])
🕒 Type: [Full-Time/Part-Time]
💰 Salary Range: [${X},000 – ${Y},000]/year
🎥 45–60s from the Hiring Manager / Team:
[Insert Loom/YouTube link] — A quick hello, what success looks like in this role, and how records accuracy supports great patient care.
Who We Are
[Company Name] is a [clinic/health system/primary care group] serving [patient population/region] for [X]+ years. Our mission is to [mission statement—e.g., deliver accessible, respectful care]. Accurate, secure medical records are the backbone of that mission, and this role keeps clinicians informed and patients safe.
What You’ll Do
- Maintain, organize, and update patient records across paper and EHR systems
- Process internal/external record requests in full HIPAA compliance
- Audit charts for completeness and correct indexing
- Enter demographics, referrals, results, and visit notes promptly
- Support staff with quick, accurate record retrieval
What We’re Looking For
- [1–2]+ years in medical records/health information (or) strong admin experience in a regulated setting
- Familiarity with [EHR name or “EHR systems”] and basic medical terminology
- Impeccable attention to detail; trustworthy with confidential data
- High school diploma or equivalent (RHIT/RHIA a plus)
Perks & Benefits
- Health, dental, vision [eligibility timing]
- [401(k) or pension] with [match %] after [X] months
- [X] paid holidays + [X] PTO days in year one
- [Stipend] for training/certification (e.g., RHIT)
- [Commute/remote stipend] or free parking
Why This Role Is a Great Fit
- Your precision directly improves patient outcomes
- Small, collaborative team where your work is visible and valued
- Clear growth path into [Health Information Mgmt/Compliance/Care Coordination]
Hiring Process
We reply to every applicant within [X–Y] days. Shortlisted candidates complete a brief WorkScreen skills evaluation, followed by [one/two] interview(s). Finalists complete reference/background checks.
How to Apply
Apply via WorkScreen: [WorkScreen Link]
(We evaluate real skills—so strong performers rise quickly.)
✅ Option 2: Structured “Job Brief + Responsibilities + Requirements”
Job Title: Medical Records Clerk – Safeguard Patient Care at [Company Name]
💼 Location: Remote (HQ: [City, State])
🕒 Type: [Full-Time/Part-Time]
💰 Salary Range: [${X},000 – ${Y},000]/year
Job Brief
[Company Name] is seeking a Medical Records Clerk to manage, organize, and protect patient records so clinicians have timely, accurate information for care decisions.
Responsibilities
- Maintain and update medical records in paper and EHR systems
- Process release-of-information requests in accordance with HIPAA
- Review records for accuracy, completeness, and proper indexing
- Assist clinicians with timely access to patient information
- Scan, file, archive, and audit documentation as needed
Requirements
- High school diploma or equivalent
- [1]+ years experience in medical records/health information (or relevant admin)
- Understanding of HIPAA and medical terminology
- Strong organization, accuracy, and time management
- Proficiency with [EHR name or “EHR systems”] and [MS Office/Google Workspace]
Perks & Benefits
- [${X},000 – ${Y},000]/year (DOE)
- Health, dental, and vision [eligibility timing]
- [X] paid holidays + [X] PTO days in the first year
- [401(k) w/ match | Tuition assistance for RHIT | Learning stipend]
Hiring Process
- Apply via WorkScreen and complete a short skills evaluation
- [Virtual/In-person] interview
- Reference and background checks for finalists
How to Apply
Apply now via WorkScreen: [WorkScreen Link]
Let WorkScreen.io Handle the Next Step of Hiring
Once you’ve created a clear, engaging job post for your Medical Records Clerk role, the next challenge is sorting through applicants to find the ones who are truly a great fit. That’s where WorkScreen.io comes in.
With WorkScreen, you can:
- Quickly identify your most promising candidates
WorkScreen automatically evaluates, scores, and ranks applicants on a performance-based leaderboard—making it easy to spot top talent, save time, and make smarter, data-driven hiring decisions.
- Easily administer one-click skill tests
WorkScreen automatically eliminates low-effort applicants who use AI Tools to apply, copy-paste answers, or rely on “one-click apply.” This way, you focus only on genuine, committed, and high-quality candidates—helping you avoid costly hiring mistakes.
- Eliminate low-effort applicants
Weed out candidates who use AI to generate answers, copy-paste responses, or apply with no genuine interest. This ensures you only spend time on committed, qualified people.
- Save hours in the hiring process
From automated scoring to a structured evaluation funnel, WorkScreen helps you hire smarter and faster — without sacrificing quality.
📥 Ready to see it in action?
create your Medical Records Clerk post, share your unique link, and let WorkScreen do the heavy lifting. You’ll hire right — and you’ll hire fast.
Frequently Asked Questions — Medical Records Clerk Job Description
The most valuable skills go beyond filing and data entry. Look for:
- Attention to detail — accuracy is crucial for maintaining correct patient information.
- Knowledge of HIPAA and privacy regulations — to ensure compliance when handling records.
- Technical skills — comfort with EHR (Electronic Health Record) systems and basic office software.
- Organizational ability — managing large volumes of documents in both paper and digital formats.
- Communication skills — to work effectively with healthcare staff, patients, and external requesters.
- Problem-solving — identifying and correcting discrepancies in patient records.
In the United States, Medical Records Clerks typically earn between $32,000 and $48,000 per year, depending on location, experience level, and healthcare facility type. Urban areas and specialized medical centers often offer higher pay, while entry-level roles in smaller clinics may be on the lower end of the range.
A Medical Records Clerk primarily focuses on organizing, updating, and retrieving patient records. A Health Information Technician (HIT) often has additional responsibilities like coding diagnoses and procedures for billing, analyzing data, and ensuring regulatory compliance. HIT roles usually require more advanced training or certification.
Certification isn’t always mandatory, but it can enhance credibility and career prospects. Common certifications include Registered Health Information Technician (RHIT) or Certified Medical Records Technician (CMRT). Many employers offer tuition assistance for these credentials.
