Medical Records Clerk – Administrative Services – Long Term Care | Full Time

Holly Thompson

Why Blue Mountain Hospital District & Grant County?

The Blue Mountain Hospital District (BMHD) is located in Grant County, Oregon, at the heart of the John Day River, in beautiful, rural, Eastern Oregon.  Our District is comprised of a Critical Access Hospital (CAH), Family & Rural Medicine Clinic, Home Health and Hospice, Emergency Medical Services, an Intermediate Care Center and all of the supporting ancillary departments necessary to care for the health and wellness of our community.

Our District spans from John Day to Prairie City, nestled in a valley surrounded by the Blue Mountains.  The Strawberry Mountain Range and John Day River Valley offers a variety of outdoor activities, from abundant hiking/mountain biking/horse riding trails, to high and low lakes and ponds.  Our area is known to be a “go to” place not just for recreation, but also for big game hunting and fishing!

Join our family-like team and settle into a lifestyle that is hard to beat!

For more information on our area, visit our Grant County Chamber of Commerce page at:

Position Summary:

Answers department phone calls, checks patient’s chart/EMR for completeness, and distributes faxes received throughout the day to appropriate departments.  Processes release of information requests in a timely manner, serves as a resource person for those in need of patient information.  Performs deficiency analysis of patient chart, investigates inconsistencies when found.  Prepares medical records for scanning.  Makes records available for QA projects, chart reviews.  Administrative services, forms, mandatory reporting & other administrative duties assigned by the Director of Nursing and the Administrator.

Essential Functions and Responsibilities:

  • Ensures services are provided in an effective and efficient manner when providing secretarial, clerical and administrative support.
  • Answers department phone calls in a professional manner and provides service as requested by the caller in a timely manner; take messages and direct calls to appropriate staff members.
  • Prepares medical records for scanning, does quality review for completeness. Scans loose miscellaneous reports/forms, prepares for filing per department procedure.  This pertains to all types of patient service encounters (i.e. IP, SNF, SDS, OBS, etc.).
  • Runs patient census lists for BMCC. Organizes any paper documents for the listed services and makes sure documents are scanned into EMR (if applicable). Scans per department protocol.
  • Performs deficiency analysis of Inputs. Notifies appropriate persons of deficiency.
  • Maintains loose miscellaneous reports/forms in an organized manner; files or scans them as soon as practicable.
  • Investigates inconsistencies in MPI such as duplicate number, same patient with different number, etc. and takes appropriate action to have this corrected.
  • Assesses all requests for information to determine if HIPAA compliant. Assists walk-in customers in a friendly & informative manner while following hospital policies concerning Release of Information & HIPAA. Copies records in response to record requests and mails/faxes to the requesting party within 15 days of request or within a specific time period of the request. Sends requests that are appropriate to ROI Contract Company and tracks for completeness.
  • Monitors receive faxes and distribute them daily to appropriate mail boxes. Copies all faxed echocardiograms and other reports (path) for the patient’s ordering doctor.
  • Provides records (copies or makes available for review) to billing offices and physician offices upon request. This includes records for 2nd billings/OTJ billings, EKG over-read information needed for billings, copies for patients’ PCP and other information needed from records to assign financial responsibility.
  • Pulls records for QA, medical student projects, pathologist’s monthly visit, trauma review, etc. and then refiles/makes available for refile.
  • Performs other duties as requested by the department supervisor.

Supervisory Responsibilities:


Supervise By:


Knowledge, Skills and Abilities:

  • Maintains self-motivation and sustains a high level of momentum.
  • Able to successfully prioritize when faced with requests, demands and deadlines.
  • Creating documents, forms, letters
  • Must be extremely detail oriented and able to perform accurate and thorough recordkeeping.
  • Ensures patient confidentiality.
  • Proven ability to communicate effectively, both in written and oral form.
  • Ability to work with a team, attend meetings & collaborate in a professional manner.
  • Proven ability to work as part of a team, in a fast-paced production-oriented environment.
  • Ability to prioritize, highly organized.
  • Completes annual educational requirements.
  • Maintains regulatory requirements.
  • Complies with all organizational policies regarding ethical business practices.
  • Have high ethical moral standards.
  • Attends a minimum of 75% staff meetings annually.
  • Actively participates in the department’s continuous quality improvement (CQI) activities.

Education Requirements:


  • High School Diploma or equivalent


  • Associates degree (Business Administration)
  • Medical Terminology Courses

Certification/Licensure Requirements:


  • Basic computer knowledge, word, excel
  • Attention to detail
  • Knowledge of medical terminology


  • Experience with release of information, team player
  • Experience with electronic medical record/transcription
  • Experience in medical office setting or hospital