210.614.1231   |   F  210.809.4989   |   

Enjoy a better life and brighter future through kidney disease treatment and research in San Antonio and South Texas

Medical Secretary - Medical Records

General Summary

A nonexempt position responsible for performing a variety of clerical duties to assist physicians, patients and clinical service managers.


Duties and Responsibilities

  • Maintain Patient Medical Records in a confidential setting.
  • Retrieve and distribute medical records, loose notes and reports in accordance with established priorities and procedures.
  • Sort, file and collate a variety of medical records i.e. laboratory reports, clinic notes, etc. in appropriate sequence and in accordance with established procedures.
  • Research lost or missing records.
  • Generate new patient medical records as needed.
  • Data entry of medical records.
  • Purge files and separate according to needed material (make inactive file for old data).
  • Assist with patient calls.
  • Customer service.
  • Screen and sort mail and documents.
  • Answer telephone, screen calls, respond to routine questions and take messages in accordance with clinic’s protocol.
  • Collect, records and distribute faxes accordingly.
  • Maintain office file system of patient records, reports, correspondence and miscellaneous information in an organized fashion.
  • Collect payments.
  • Assembles patients’ health information including medical history, exam results, X-ray reports, lab tests, diagnosis and treatment plans. Checks to ensure all forms are completed properly identified, and signed. Ensure all information is entered in patients’ electronic medical record.
  • Confirms appointments, verifies demographic and insurance. Verifies that all other pertinent medical information is updated in patients’ chart. Accurately posts labs manually if not received electronically.
  • Requests, sends and receives patient medical records within HIPPA guidelines.
  • Uses customer service principles and techniques to deal with patients calmly and pleasantly.
  • Assists in the care and maintenance of office equipment.
  • Other duties as assigned.
  • Assist Customer with billing questions.
  • Research and resolve claim issues: unpaid claims, denial, appeals etc.
  • Performs various collection actions including contacting patients by phone and resubmitting claims to third-party payers.
  • Knowledge of Medicare and Medicare advantage plans.
  • CPT & ICD 9 /ICD 10 code/modifier knowledge.
  • Bilingual a plus.
  • Perform other related duties as assigned by the supervisor or doctors.
  • Prepares and submits clean claims to various insurance companies either electronically or by paper
  • Answers questions from patients, clerical staff and insurance companies.
  • .Identifies and resolves patient billing complaints.
  • Performs various collection actions including contacting patients by phone, correcting and resubmitting claims to third party payers.
  • Processes payments from insurance companies and prepares a daily deposit.
  • Conducts self in accordance with HPA’s employee manual.
  • Maintains strictest confidentiality; adheres to all HIPAA guidelines/regulations.



  • Minimum requirements - High school diploma or General Equivalency Diploma (GED).
  • Must have a valid driver’s licenses and reliable transportation.
  • Must have COVID Vaccine.

Performance Requirements

  • Knowledge of basic medical terminology and office procedures.
  • Knowledge of grammar, spelling and punctuation to type from draft, copy and review and edit reports and correspondence.
  • Knowledge of basic arithmetic to make calculations, balance and reconcile figures and make changes accurately.
  • Knowledge of computerized scheduling systems.
  • Knowledge of medical practice protocols related to scheduling appointments.
  • Knowledge of legal and ethical considerations related to patient information.
  • Knowledge of customer service principles and techniques.

  • Skill in operating office equipment.
  • Skill in using computer and medical records software.
  • Skills in organizational matters, including time management, prioritization, multitasking and problem solving.
  • Skill in putting information in preferred medical record system, meeting clinic standards.
  • Skill in dealing with masses of information in organized manner.
  • Skill in communicating effectively with physicians/clinicians about scheduling preferences.
  • Skill in generating reports from EMR as needed.
  • Ability to effectively communicate, read, understand and follow oral and written instructions.
  • Ability to establish and maintain effective working relationships with patients, physicians, other clinical staff and the public.
  • Ability to multitask effectively, dealing with phone calls, patients, staff and others calmly and pleasantly in all circumstances.
  • Ability to analyze situations and respond appropriately.
  • Ability to analyze medical records for completeness and accuracy, paying attention to detail.

Equipment Operated

Standard office equipment with emphasis on computer hardware and software including multi line telephone.

Mental/Physical Requirements

Mostly sedentary with some standing, walking and reaching. Daily and repetitive data entry utilizing ergonomic techniques. Periodic stress from handling high volume of calls, heavy workload and patient/physician requests.