Work Environment
This occupation is typically found in the following Career Sector(s):
Videos on the Web
- Medical Records Clerk- from: Youtube Search
- Medical Records Co-ordinator- from: icould [UK] Video
Working Life
Medical records clerks provide administrative and clerical support for patient care in hospitals. They take and record patients' details. Most records clerks use a computer to keep, find and update the records.
They are responsible for a lot more than this; in fact, they play a vital role in the smooth running of hospitals and clinics. For example, they admit patients and arrange further appointments or ambulance transport if needed. They also write and receive letters, answer telephone calls and direct patients to the right department or clinic.
All hospitals keep detailed records of in-patient and outpatient details. Clerks update the records every time a patient is seen or receives treatment, and when personal details change.
Clerks may also allocate diagnostic or therapeutic codes. Each illness or disease has its own code. Using doctors' notes for guidance, clerks select the correct code from lists kept in the medical record department. Clerks also keep records of waiting lists, the number of beds available and how quickly patients are treated.
Most commonly reported Work Tasks
- Assign the patient to diagnosis-related groups (DRGs), using appropriate computer software.
- Compile and maintain patients' medical records to document condition and treatment and to provide data for research or cost control and care improvement efforts.
- Consult classification manuals to locate information about disease processes.
- Enter data, such as demographic characteristics, history and extent of disease, diagnostic procedures, or treatment into computer.
- Identify, compile, abstract, and code patient data, using standard classification systems.
- Maintain or operate a variety of health record indexes or storage and retrieval systems to collect, classify, store, or analyse information.
- Post medical insurance billings.
- Process and prepare business or government forms.
- Process patient admission or discharge documents.
- Protect the security of medical records to ensure that confidentiality is maintained.
Qualities - Medical Records Clerk
As a medical records clerk, you need to be methodical and well organised. It is vital that you respect the confidentiality of people's records. Knowledge of computers is helpful, and good number skills are required to handle large amounts of statistical data.
Reception duties can sometimes be stressful, particularly in accident and emergency departments. You must be able to cope with this pressure, and be friendly, helpful, tactful and reassuring when dealing with anxious patients or relatives.
Medical records clerks working in smaller hospitals must be prepared to tackle a greater variety of tasks.
Interests - Medical Records Clerk
This occupation is typically suited for people with the following Career Interests:
Administrative
Administrative people are interested in work that offers security and a sense of being part of a larger process. They may be at their most productive under supervisors who give clear guidelines and while performing routine tasks in a methodical and reliable way.
They tend to enjoy clerical and most forms of office work, where they perform essential administrative duties. They often form the backbone of large and small organisations alike. They may enjoy being in charge of office filing systems, and using computers and other office equipment to keep things running smoothly. They usually like routine work hours and prefer comfortable indoor workplaces.
Enterprising
Enterprising people like situations that involve using resources for personal or corporate economic gain. Such people may have an opportunistic frame of mind, and are drawn to commerce, trade and making deals. Some pursue sales and marketing occupations. Many will eventually end up owning their own business, or in management roles in larger organisations. They tend to be very goal-oriented and work best when focused on a target. Some have an entrepreneurial inclination.
Entry / Progression - Medical Records Clerk
Much of the training is on-the-job and is likely to cover introduction to the hospital, administrative systems and the computer system. The Health Management Institute run some relevant courses and SOLAS run general courses in Office Skills, which may be of use.
Sample Education and Training Pathways
A number of courses are available throughout the country that focus on learning and skills that may be useful for this career. The examples and links below may guide you in your research.
Further Education (FET)
Further Education & Training (FET) Courses are delivered by local ETBs, ranging in duration from several weeks up to 20 months. Courses are designed to meet the labour market needs and often include a large element of work experience.
Example search terms include: business administration, customer service, medical and office administration.
Search for FET Courses
PLC Courses (FET)
PLC courses are full-time courses, one or two years duration, with awards at Level 5 and 6 on the NFQ. They are offered nationally in Schools and Colleges of Further Education.
Example search terms include: business administration, customer service, medical administration, legal administration, office administration.
Search for PLC Courses
Apprenticeships:
Apprenticeships are structured work-based training programs that combine on-the-job training with classroom instruction. They run from 2 – 4 years and are open to individuals of all ages, including school leavers, those seeking a career change, and existing employees who wish to upskill.
Examples: Insurance.
Search for Apprenticeships
Higher Education CAO (Undergraduate)
Higher Education courses at Levels 6 to 8 on the NFQ, delivered in Universities and Technological Universities & Institutes. Courses run from 2 – 5 years and places are allocated on a points-based system, processed by the Central Application Office.
Example search terms include: business administration, finance.
Search for CAO Courses
Higher Education (Postgraduate)
Postgraduate courses are courses at Levels 9 and 10 on the NFQ and usually last 1 – 2 years full time, or longer if a PhD or part time. Entrants typically require an undergraduate award (Level 8).
Example search terms include: sales, business, accounts, management, finance.
Search for Postgraduate Courses
Pay & Salary - Medical Records Clerk
Salary Range (thousands per year)* €27k - €50k
Salaries vary based on employer, location, experience, duties, and role.
Data Source(s):
Brightwater / CPL/ HSE/ Morgan McKinley
Last Updated: February, 2024
Labour Market Updates - Medical Records Clerk
Note: The following information relates to occupations that include: Medical secretaries; Legal secretaries; Personal assistants and other secretaries; Typists and related keyboard occupations.
This information has been derived from the Solas National Skills Bulletin (2023).
Employment in this occupation has been declining annually since 2019, resulting in a negative average growth rate for the five-year period. Combined, the education, health and professional activities sectors accounted for over two-thirds of employment.
A high share of workers was employed in part-time roles (45%) and almost 40% were aged 55 years and older. As demand for PAs and secretaries falls, those leaving these roles may not be replaced which may see a continued decline in employment levels for this occupation.
Useful Contacts - Medical Records Clerk
-
Public Appointments Service
- Chapter House, 26/30 Abbey Street Upper, Dublin 1, D01 C7W6
- (01) 858 7400 or Local: 1890 44 9999
- [email protected]
- Click Here
-
Health Management Institute of Ireland
- Heather House, Heather Road, Sandyford Business Park, Dublin 18
- (01) 297 4070
- [email protected]
- Click Here
-
Health Service Executive (HSE)
- Dr Steevens' Hospital, Steevens Lane, Dublin, 8
- 041 685 0300
- Click Here
