Medical Records Clerk

Overview

Company: South Coast Aquatics
Employment Type: Full-Time
Work Arrangement: Remote / Hybrid / On-Site
Schedule: Monday–Friday, 8:00 AM–4:00 PM
Pay Range:  depending on experience and qualifications

Position Summary
South Coast Aquatics is seeking a detail-oriented and dependable Medical Records Clerk to support the organization’s administrative and health-record management functions.

The Medical Records Clerk will be responsible for organizing, maintaining, updating, and securely processing medical and health-related documentation associated with athletes, staff, and program activities. The position requires strong attention to detail, discretion when handling confidential information, accurate data entry skills, and the ability to maintain organized electronic and paper records.

The successful candidate will work closely with administrative personnel, coaches, program leadership, families, and authorized healthcare providers to ensure required documentation is properly received, recorded, maintained, and accessible to authorized personnel.

Key Responsibilities
Maintain accurate and organized electronic and physical medical records.
Enter, update, verify, and retrieve health and medical information in designated record-management systems.
Review submitted documentation for completeness, accuracy, and required signatures or authorization.
Organize athlete health forms, physical examination records, emergency contact information, insurance documentation, and related records.
Track expiration dates and renewal requirements for applicable medical documentation.
Assist with processing medical documentation required for participation in aquatic programs, competitions, and events.
Respond to authorized requests for medical records in accordance with company procedures and applicable privacy requirements.
Protect confidential and sensitive information from unauthorized access or disclosure.
Scan, index, label, file, and archive medical documents according to established procedures.
Perform routine data-quality checks and correct discrepancies in records.
Assist with preparing reports and documentation for administrative review.
Coordinate with designated staff regarding missing, incomplete, or outdated records.
Maintain accurate logs of records received, processed, updated, and released.
Follow established retention, storage, and document-destruction procedures.
Support administrative staff with general records-management duties as needed.
Maintain professional communication with athletes, parents or guardians, staff members, and authorized third parties.
Follow organizational policies concerning confidentiality, information security, and records management.

 

Required Qualifications
High school diploma or equivalent required.
Previous experience in medical records, health information management, administrative support, data entry, or a related field preferred.
Strong computer and data-entry skills.
Excellent attention to detail and organizational abilities.
Ability to handle confidential information responsibly.
Strong written and verbal communication skills.
Ability to manage multiple records and administrative priorities simultaneously.
Proficiency with Microsoft Office, particularly Word, Excel, and Outlook.
Ability to learn electronic medical-record and document-management systems.
Reliable internet connection and appropriate workspace for remote work, if applicable.

Preferred Qualifications
Previous experience working with electronic medical records or health information systems.
Experience working in a healthcare, sports medicine, fitness, education, or youth-program environment.
Medical terminology or health-information management experience.
Experience with document scanning, indexing, electronic filing, and database maintenance.

Skills and Competencies
Attention to Detail: Ability to identify missing, inconsistent, or inaccurate information.

Confidentiality: Demonstrates sound judgment when handling sensitive personal and health information.

Organization: Maintains structured records and can efficiently locate requested documentation.

Technology: Comfortable working with databases, electronic document systems, Microsoft Office, email, and online communication platforms.

Communication: Communicates professionally with internal staff, families, and authorized external parties.

Time Management: Able to meet deadlines while managing multiple administrative responsibilities.

Reliability: Consistently follows established procedures and completes assigned responsibilities accurately.

Confidentiality & Compliance
Because this position may involve access to sensitive health information, the Medical Records Clerk must follow South Coast Aquatics’ internal confidentiality and information-security procedures and any applicable federal and state requirements governing protected or confidential information.

Employees are expected to access records only when authorized and only for legitimate business purposes. Medical information must not be discussed, copied, transmitted, or disclosed to unauthorized individuals.

Work Environment
This position may be performed in an administrative office or remotely, depending on organizational requirements. Remote employees must maintain a professional, secure workspace and reliable internet connection and must take appropriate precautions to protect confidential records and company information.

The position may occasionally require coordination with coaches, administrative personnel, families, or program leadership regarding documentation requirements.

Benefits
Eligible employees may receive benefits based on employment classification and company policy, which may include:

Paid time off
Paid holidays
Employee wellness programs
Professional development opportunities
Flexible scheduling options where operationally appropriate
Employee program and community benefits
Additional benefits according to company policy
Equal Employment Opportunity
South Coast Aquatics is committed to providing equal employment opportunities to qualified individuals. Employment decisions are based on qualifications, experience, job-related requirements, and organizational needs without unlawful discrimination.