Chart Preparation Clerk

Position Summary

The Clinic Chart Preparation Coordinator is responsible for ensuring patient medical records are complete, accurate, and prepared prior to scheduled appointments. This role supports providers by reviewing charts, obtaining outside medical records, updating patient information, and identifying outstanding tests, imaging, referrals, and documentation needed before the patient visit.

The coordinator works closely with physicians, advanced practice providers, clinical staff, and administrative personnel to promote efficient clinic operations and high-quality patient care.

Essential Duties

• Review provider schedules and prepare patient charts prior to clinic appointments.
• Verify patient demographics, insurance information, and primary care provider information.
• Ensure required medical records, consultation notes, laboratory results, imaging reports, and diagnostic testing are available in the EMR.
• Import and organize outside medical records into the patient's chart.
• Identify incomplete or missing documentation and obtain records from referring providers, hospitals, and diagnostic facilities.
• Flag urgent clinical findings or missing information for provider review.
• Maintain accurate and organized electronic medical records.
• Scan, index, and file patient documentation according to organizational standards.
• Ensure records comply with HIPAA regulations and organizational policies.
• Reconcile duplicate or incomplete patient records.
• Coordinate with referral coordinators, medical assistants, nurses, and providers regarding outstanding patient information.
• Follow up with outside offices to obtain medical records before appointments.
• Verify completion of ordered laboratory tests, imaging studies, and specialty consultations.
• Communicate scheduling concerns that may impact patient care.
• Assist with appointment preparation and workflow management.
• Monitor daily provider schedules to prioritize chart completion.
• Maintain tracking logs for outstanding records requests.
• Support quality improvement initiatives related to documentation and patient flow.
• Perform additional administrative duties as assigned.