25 Medical Records Clerk Interview Questions and Answers

The job of a medical records clerk is to manage and organize medical records. They are responsible for the accuracy and completeness of the records and for making sure that the records are available when they are needed.

In order to be successful in this role, you will need to be able to handle and maintain confidential information, have strong computer skills, and be able to work independently. You may also be asked questions about your experience with medical records and your knowledge of medical terminology.

To help you prepare for your interview, we have put together a list of common medical records clerk interview questions and answers.

1. Are you familiar with the Health Insurance Portability and Accountability Act, or HIPAA?

HIPAA is a federal law that protects the privacy of an individual’s medical records. Employers ask this question to make sure you understand HIPAA and how it applies to your job as a medical records clerk. Before your interview, read through the company’s employee handbook or policies regarding HIPAA compliance. If they have no such documents available, review the basics of HIPAA on your own.

Example: “Absolutely. I have been working as a Medical Records Clerk for the past five years and am very familiar with HIPAA regulations. During my time in this role, I have worked diligently to ensure that all medical records are kept confidential and secure in accordance with HIPAA standards. I understand the importance of protecting patient information and take great pride in ensuring that all records are handled properly and securely. In addition, I have also attended multiple training sessions on HIPAA compliance which has further increased my knowledge and understanding of the regulations.”

2. What are some of the most important qualities for a successful medical records clerk?

This question can help an interviewer determine if you have the skills and abilities to succeed in this role. When answering, it can be helpful to mention a few of your strongest qualities that relate to this position.

Example: “The most important qualities for a successful medical records clerk are accuracy, attention to detail, and strong organizational skills. Accuracy is essential when dealing with patient information as any mistakes can have serious consequences. Attention to detail is also key in order to ensure that all relevant information is captured correctly. Finally, strong organizational skills are necessary to keep track of the large volume of data that must be managed on a daily basis.

In addition, I believe that excellent communication skills are also an important quality for a successful medical records clerk. Being able to effectively communicate with other healthcare professionals is critical in order to ensure that everyone is on the same page when it comes to patient care.”

3. How do you keep patient information confidential?

Medical records clerks often handle sensitive information, so employers ask this question to make sure you understand the importance of keeping patient data private. In your answer, explain that you will never share confidential information with anyone outside of the medical facility and that you’ll only access patients’ files when absolutely necessary.

Example: “I understand the importance of keeping patient information confidential and take it very seriously. I have a strong understanding of HIPAA regulations and ensure that all patient records are kept secure at all times. I also make sure to only access patient information when necessary, and never share any details with anyone outside of the organization. Furthermore, I am always aware of who is around me whenever I’m accessing or discussing patient information. Finally, I regularly review our policies on confidentiality to stay up-to-date on best practices.”

4. What is your experience with using medical software?

This question can help the interviewer determine your comfort level with using medical software and how you might fit into their organization. If you have experience using specific software, share what you like about it and if you don’t have any experience, talk about your willingness to learn new software.

Example: “I have extensive experience using medical software. I have been working as a Medical Records Clerk for the past five years and during that time, I have become very familiar with various types of medical software programs. In my current role, I am responsible for entering patient information into electronic health records, managing patient files, and creating reports. I am also proficient in using EHRs such as Epic and Cerner.

In addition to this, I have completed several training courses on how to use different medical software programs. This has given me an even greater understanding of how to navigate through these systems and utilize them to their fullest potential. Finally, I am always willing to learn new software programs if needed.”

5. Provide an example of a time when you provided exceptional customer service.

Customer service is an important skill for medical records clerks. Employers ask this question to make sure you have experience providing excellent customer service and can do so in a medical setting. When answering, think of a time when you helped a patient or their family feel more comfortable during a visit.

Example: “I take great pride in providing exceptional customer service. One example of this was when I worked as a Medical Records Clerk at my previous job. A patient had come in with an urgent request to obtain their medical records, and they needed them within the hour.

I quickly got to work on gathering all the necessary documents and ensuring that everything was accurate and up-to-date. I then took the extra step of double-checking all the information before sending it off to the patient. The patient was extremely pleased with how quickly I was able to provide them with their records and thanked me for going above and beyond.

This experience taught me the importance of providing excellent customer service, especially when dealing with sensitive matters such as medical records. It also showed me the value of taking the time to ensure accuracy and attention to detail. I believe these qualities make me an ideal candidate for the Medical Records Clerk position.”

6. If hired, what areas of the medical records department would you like to develop?

This question is an opportunity to show your interest in the role and how you plan to contribute to the company. When answering this question, it can be helpful to mention a specific skill or process that you would like to develop within the department.

Example: “If hired, I would like to develop my knowledge and skills in all areas of the medical records department. I have extensive experience with filing, organizing, and maintaining patient records, as well as providing excellent customer service when interacting with patients or other healthcare professionals.

I am also eager to learn more about electronic health record systems and how they can be used to improve efficiency within the medical records department. I believe that having a thorough understanding of these systems will help me better serve our patients and staff.

In addition, I am passionate about staying up-to-date on industry standards and regulations related to medical records. This includes HIPAA compliance, privacy laws, and any new technologies being implemented. By keeping current on these topics, I can ensure that our medical records are secure and compliant at all times.”

7. What would you do if you noticed a mistake in a patient’s file?

This question can help an interviewer determine how you handle errors and mistakes in the workplace. It can also show them how you apply your attention to detail skills to your work. When answering this question, it can be helpful to give a specific example of when you noticed a mistake and what steps you took to correct it.

Example: “If I noticed a mistake in a patient’s file, my first priority would be to ensure that the error is corrected as soon as possible. I understand how important accuracy is when it comes to medical records and I take this responsibility very seriously.

I would begin by assessing the nature of the mistake and determining if any immediate action needs to be taken. If so, I would follow the appropriate protocol for correcting the issue. This could involve contacting the relevant parties or updating the information in the system.

Once the correction has been made, I would document the incident thoroughly, including the date and time of the change, what was changed, who made the change, and why the change was necessary. This documentation will help ensure that any future issues can be quickly identified and addressed. Finally, I would review the entire record to make sure no other mistakes were missed.”

8. How well do you perform under pressure?

Working in a medical facility can be stressful, especially when you’re responsible for maintaining the accuracy of patient records. Employers ask this question to make sure that you have the ability to perform under pressure and complete your work on time. In your answer, share two or three ways you stay calm and focused during high-pressure situations.

Example: “I am very comfortable working under pressure. I have been a Medical Records Clerk for the past five years and in that time, I have had to handle many high-pressure situations. I understand the importance of accuracy and efficiency when dealing with medical records and I always strive to meet deadlines while still maintaining a high level of quality.

In my current role, I often work on tight timelines and must prioritize tasks accordingly. I have developed excellent organizational skills which allow me to stay focused and manage multiple projects at once. I also have strong problem-solving abilities which help me to quickly identify solutions to any issues that arise.”

9. Do you have experience working with confidential patient information?

Medical records clerks often work with sensitive information, such as medical histories and test results. Employers ask this question to make sure you understand the importance of keeping patient information confidential. In your answer, explain that you have experience working with confidential information and how you keep it secure. Share a specific example from your previous job if possible.

Example: “Yes, I have extensive experience working with confidential patient information. In my current role as a Medical Records Clerk, I am responsible for ensuring the accuracy and security of all medical records in accordance with HIPAA regulations. I also review and update patient files on a regular basis to ensure that they are up-to-date and accurate. Furthermore, I take extra precautions when handling sensitive information by using encryption software and secure file transfer protocols. Finally, I always follow best practices for data privacy and security, such as limiting access to only those who need it and disposing of documents securely.”

10. When was the last time you updated your training in the medical field?

Employers ask this question to make sure you are committed to your career and that you stay up-to-date on the latest medical procedures, treatments and technology. They want to know that you will be able to perform all of your job duties competently and efficiently. In your answer, explain what training you have completed recently and how it has helped you in your current or previous position.

Example: “I am an experienced Medical Records Clerk and I stay up to date with the latest developments in the medical field. Recently, I completed a training course on HIPAA regulations and patient privacy laws. This was important for me to understand so that I can ensure all records are kept confidential and secure. In addition, I have also taken courses on electronic health records and coding systems. These courses help me stay current with the technology used in the medical field and keep my skills sharp.”

11. We want to improve our customer service. Describe one strategy you would use to improve our customer satisfaction rate.

Customer service is an important aspect of any job, especially in the medical field. Employers ask this question to see if you have experience improving customer satisfaction rates and how you would do it. In your answer, explain what steps you would take to improve their company’s customer service.

Example: “One strategy I would use to improve customer satisfaction is to ensure that all medical records are accurately and efficiently processed. This includes making sure that patient information is entered correctly into the system, that requests for records are responded to in a timely manner, and that any discrepancies or errors are addressed quickly. By ensuring accuracy and efficiency in our medical record processing, we can provide better service to our customers by reducing wait times and providing accurate information. In addition, I believe it’s important to have clear communication with patients about their records and what they need to do to obtain them. This could include sending out reminders when records are due and providing detailed instructions on how to submit requests. Finally, I think it’s important to be proactive in addressing any customer concerns or complaints in order to maintain high levels of customer satisfaction.”

12. Describe your experience with processing medical claims.

This question can help the interviewer determine your experience with medical claims and how you process them. Use examples from previous work to describe what you did, how you did it and why you used that method.

Example: “I have over five years of experience as a Medical Records Clerk. During this time, I have gained extensive knowledge and expertise in processing medical claims. I am highly organized and detail-oriented, which allows me to accurately process all types of medical claims quickly and efficiently.

I also understand the importance of accuracy when it comes to medical claims. As such, I always double-check my work for any errors or discrepancies before submitting them. Furthermore, I keep up with the latest industry regulations and standards to ensure that all medical claims are compliant.”

13. What makes you stand out from other candidates for this position?

Employers ask this question to learn more about your qualifications and how you can contribute to their team. When answering, it’s important to highlight a skill or experience that makes you unique from other candidates. You may also want to mention something that is relevant to the job description.

Example: “I believe my experience and qualifications make me stand out from other candidates for this position. I have over five years of experience in the medical records field, which has allowed me to develop a strong understanding of the industry and its regulations. I am also proficient in various software programs related to medical records management, such as Electronic Health Records (EHR) systems. My attention to detail and ability to stay organized are key strengths that help me ensure accuracy when managing patient information. Finally, I am passionate about providing excellent customer service and ensuring patient confidentiality is maintained at all times. These qualities make me an ideal candidate for the Medical Records Clerk position.”

14. Which computer programs related to the medical field have you used in the past?

This question can help the interviewer determine your level of experience with medical records and computer programs. You can list any relevant software or applications you’ve used in the past, including those that are specific to a particular industry.

Example: “I have extensive experience working with computer programs related to the medical field. I am proficient in using Electronic Health Records (EHR) software, such as Epic and Cerner, to manage patient records. I also have experience using Practice Management Software, like Athenahealth and Allscripts, to streamline administrative tasks. In addition, I am familiar with coding systems, such as ICD-10 and CPT, which are used to document diagnoses and treatments for billing purposes. Finally, I am comfortable navigating various web portals that allow patients to access their health information online.”

15. What do you think is the most important aspect of a medical records department?

This question is a great way for an interviewer to learn more about your knowledge of the medical records department and how you would fit in. When answering this question, it can be helpful to mention specific skills or qualities that you have that will help you succeed in the role.

Example: “I believe the most important aspect of a medical records department is accuracy and organization. It’s essential that all patient information is accurately documented, stored, and easily accessible when needed. As a Medical Records Clerk, I understand the importance of having accurate records for both legal and clinical purposes.

I am also very organized and detail-oriented, which helps me to ensure that all documents are properly filed and labeled in an efficient manner. My experience has taught me how to quickly identify any discrepancies or errors in the records, so that they can be corrected as soon as possible.”

16. How often do you update a patient’s file?

This question can help the interviewer understand how often you update files and what your process is for doing so. It can also show them how much responsibility you have in maintaining accurate records. When answering this question, it can be helpful to mention specific steps or processes that you use when updating patient information.

Example: “I understand the importance of keeping patient records up to date, and I take that responsibility seriously. When updating a patient’s file, I always ensure accuracy and attention to detail. Depending on the situation, I update files as often as needed. For example, if a patient has had multiple visits or procedures in a short period of time, I will make sure to update their record immediately after each visit or procedure. On the other hand, for patients who have not seen a doctor in some time, I will review their records at least once a month to make sure all information is accurate and up-to-date.”

17. There is a discrepancy in a patient’s medical history. How do you handle it?

This question is an opportunity to show your problem-solving skills and ability to work with patients. When answering this question, it can be helpful to give a specific example of how you handled a similar situation in the past.

Example: “When there is a discrepancy in a patient’s medical history, it is important to take the necessary steps to ensure accuracy and compliance with regulations. As an experienced Medical Records Clerk, I understand that this situation can be delicate and requires careful attention.

My first step would be to review all of the patient’s records to identify any discrepancies or inconsistencies. Once identified, I would then contact the relevant parties involved such as the doctor, nurse, or other healthcare provider to discuss the issue and determine the best course of action. If needed, I would also consult with legal counsel for further guidance.

Once the discrepancy has been resolved, I would document the resolution in the patient’s record and update the system accordingly. Finally, I would inform the patient of the outcome and provide them with any additional information they may need. By taking these steps, I am confident that I can help maintain accurate records while ensuring the patient receives quality care.”

18. Describe a time when you had to handle an irate or difficult patient.

Interviewers may ask this question to assess your interpersonal skills and ability to diffuse a situation. In your answer, try to show that you can remain calm under pressure and use your communication skills to resolve the issue.

Example: “I have had to handle difficult and irate patients in the past. One particular instance that stands out was when I had to deal with a patient who was very unhappy about their medical records being incorrect.

I took the time to listen to what they were saying, and then calmly explained why the records were wrong. I also apologized for any inconvenience this caused them and assured them that I would look into it further. After taking the time to explain the situation, the patient calmed down and thanked me for my help.”

19. How do you respond to feedback and criticism?

This question can help an interviewer determine how you react to constructive criticism and whether you’re open to making improvements. When answering this question, it can be helpful to mention a time when you received feedback or criticism and used it to improve your work performance.

Example: “When I first started working as a medical records clerk, I was responsible for filing patient information in the wrong folders. My supervisor gave me feedback on my mistakes and helped me learn how to file correctly. Now, I’m very good at filing patient information properly. I understand that receiving constructive criticism is part of learning new skills.”

Example: “I take feedback and criticism very seriously. I understand that it is a valuable part of the learning process, and I strive to use it as an opportunity for growth. When I receive feedback or criticism, I listen carefully to what is being said and consider how I can apply it in my work. I also ask questions if needed to ensure I fully understand the message. Finally, I reflect on the feedback and think about how I can make changes going forward.”

20. What methods have you used in the past to stay organized in a medical records department?

The interviewer may ask this question to learn more about your organizational skills and how you keep track of important information. Your answer should include a specific method or two that you use to stay organized in the workplace, along with an example of when it helped you complete a task on time.

Example: “In my experience as a Medical Records Clerk, I have developed several methods to stay organized in a medical records department. First and foremost, I always make sure that all patient information is kept up-to-date and accurate. This includes verifying the accuracy of any new or updated information before it is entered into the system.

I also use an electronic filing system to keep track of all patient documents. This allows me to quickly access any document when needed, while also ensuring that all documents are properly stored and secure. Finally, I create detailed reports on a regular basis to ensure that all patient records are up-to-date and complete.”

21. Are you comfortable working with electronic health record systems?

The interviewer may ask this question to determine whether you have experience with the specific electronic health record system used by their organization. If they haven’t specified which EHR system they use, it’s important to mention that you’re comfortable working with any major EHR system and can learn new systems quickly.

Example: “Absolutely. I have extensive experience working with electronic health record systems, including Epic and Cerner. In my current role as a Medical Records Clerk, I am responsible for entering patient information into the system, managing records, and ensuring accuracy of data. I’m also familiar with coding systems such as ICD-10 and CPT-4.

I understand the importance of maintaining accurate medical records and take pride in my work. I’m comfortable troubleshooting any issues that may arise while using an EHR system and can quickly adapt to new software or updates. I’m confident that my knowledge and skills make me the perfect candidate for this position.”

22. Tell us about your experience managing a team of medical records personnel.

This question can help an interviewer determine your leadership skills and how you might interact with other employees in the workplace. When answering this question, it can be helpful to mention a specific example of when you managed a team or helped someone else manage their team.

Example: “In my previous role as medical records manager, I worked with two other clerks who were responsible for filing patient information into our electronic database. One of these clerks was new to the job, so I spent time training her on how to file documents correctly and efficiently. She eventually became quite efficient at her work, which allowed me to focus more on managing the department.”

Example: “I have extensive experience managing a team of medical records personnel. I was the lead Medical Records Clerk at my previous job for over five years, and during that time I oversaw a team of four other clerks. My primary responsibility was to ensure that all patient records were accurate and up-to-date. To do this, I worked with the team to develop efficient processes for filing, organizing, and retrieving records. I also provided guidance on best practices for data entry accuracy and security.

In addition, I regularly monitored our progress against established goals and objectives, and provided feedback to the team when needed. I also kept abreast of changes in regulations and standards related to medical records management, and made sure that the team was following them. Finally, I was responsible for training new staff members on proper procedures and protocols.”

23. How would you prioritize tasks if there were multiple deadlines?

This question can help the interviewer understand how you manage your time and prioritize tasks. Use examples from previous experience to show that you are organized, dependable and able to meet deadlines.

Example: “When faced with multiple deadlines, I prioritize tasks based on the urgency of each task. First, I assess which tasks are most urgent and need to be completed first. Then, I break down the remaining tasks into smaller pieces and assign them a timeline for completion. Finally, I create a plan that takes into account all of the deadlines and ensures that everything is completed in a timely manner.

I also take into consideration any special requests or needs from my supervisor when prioritizing tasks. This helps me ensure that I am meeting their expectations while still completing tasks within the given timeframe. My experience as a Medical Records Clerk has taught me how to effectively manage time and prioritize tasks so that all deadlines are met.”

24. In what ways can you use technology to improve the efficiency of a medical office?

The interviewer may ask this question to assess your ability to use technology and software to streamline processes in a medical office. Use examples from previous experience that show you can work with multiple computer systems, manage data and communicate effectively through email or other digital means.

Example: “I believe that technology can be a great asset to any medical office. As a Medical Records Clerk, I have experience using various software programs and systems to streamline the workflow of a medical office. For example, I am familiar with Electronic Health Record (EHR) systems which allow for quick and easy access to patient records. This helps reduce time spent manually searching through paper files, allowing staff to focus on providing quality care.

Additionally, I am well-versed in utilizing digital forms and online portals to collect information from patients. This allows for faster data entry and storage, as well as easier communication between the patient and the office. Finally, I am comfortable working with telemedicine platforms, such as video conferencing tools, which enable remote visits and consultations. These technologies help improve the efficiency of a medical office by reducing wait times and increasing accessibility.”

25. Have you ever implemented changes to a medical records system?

This question can help an interviewer determine your ability to work independently and implement changes that benefit the organization. Use examples from previous experience where you made improvements or implemented new processes within a medical records system.

Example: “Yes, I have implemented changes to a medical records system. In my current role as a Medical Records Clerk, I am responsible for maintaining and updating the electronic medical record system. I have experience in making improvements to the system, such as streamlining processes, creating new reports, and developing automated workflows. My goal is always to make sure that the system is efficient and up-to-date so that it can provide accurate information quickly.

I also have experience training staff on how to use the system, which has been invaluable in helping them become more comfortable with the technology. I understand the importance of having an effective and reliable medical records system and I take pride in ensuring that it is working properly.”