Medical Records Clerk

Job description

Position Overview : T he Medical Records Clerk is responsible for the creation, maintenance, organization, and secure management of resident health records at a federally contracted ICE residential facility in Alexandria, LA. Working closely with nursing, behavioral health, and facility leadership, this position ensures clinical documentation is complete, accurate, and accessible in compliance with federal standards, contract requirements, and privacy regulations. This role requires strong attention to detail, discretion when handling sensitive information, and the ability to work effectively in a fast-paced, mission-critical environment. Key Responsibilities/Essential Functions : Records Management & Documentation Create, maintain, update, and organize resident health records from intake through discharge or transfer. Enter and maintain health screenings, immunization records, TB screening documentation, medication administration records, and clinical encounter information in the EHR or paper record system. Ensure records are complete, accurate, and filed within required timeframes. Coordinate the secure storage, retrieval, transfer, and retention of medical records in accordance with facility policies and federal privacy requirements. Prepare and transmit records for resident transfers, releases, off-site appointments, and hospital admissions. Track and follow up on missing or incomplete documentation with clinical staff. Compliance & Reporting Support audits, inspections, and compliance reviews by maintaining organized, audit-ready records. Maintain logs, reports, and tracking systems related to resident medical records and clinical documentation. Assist with required reporting, referrals, medical clearances, vaccination records, TB documentation, and other contract deliverables. Adhere to all confidentiality, privacy, security, and record retention requirements. Administrative & Operational Support Coordinate with nursing, behavioral health, and facility staff to ensure timely completion of clinical documentation. Assist with scheduling off-site appointments, maintaining referral records, and tracking transportation requests. Provide administrative support including filing, scanning, copying, data entry, and document management. Participate in shift briefings and communicate documentation needs and record status updates. Required Qualifications & Core Competencies: High school diploma or GED required; Associate's degree in Health Information Management, Healthcare Administration, or related field preferred. Minimum two (2) years of experience in medical records, health information management, healthcare administration, or a related setting. Experience maintaining confidential health records in compliance with HIPAA, Privacy Act, or similar privacy requirements. Proficiency with EHR systems and Microsoft Office applications. Strong data entry, organizational, and recordkeeping skills. Ability to read and interpret medical terminology and clinical documentation. Ability to obtain and maintain a federal security clearance (up to and including Tier 4 DHS clearance). Ability to work in a 24/7 operational environment, including evenings, weekends, and holidays. Strong communication, organizational, and interpersonal skills. Ability to maintain confidentiality and exercise sound professional judgment. Ability to communicate effectively in English, both verbally and in writing, is required. Desired Skills: Bilingual English/Spanish preferred. Experience in a federally contracted residential facility, healthcare setting, correctional environment, or similar highly regulated operation. Certification such as RHIT, CMAA, or related credentials. Experience with government reporting requirements and contract compliance. Familiarity with communicable disease documentation, immunization tracking, and trauma-informed practices. Conditions of Employment: Employees must be a U.S. Citizen or a Legal Permanent Resident Employment is contingent upon successful completion of the following screening: Federal background investigation (up to and including a Tier 4 DHS clearance) Criminal history check Verification of employment and education history Compliance with all government credentialing requirements Drug Screening Employees must adhere to all federal security, confidentiality, and operational protocols while working within government facilities. Must be able to speak, read, and write in English Anovaeon operates 24 hours/365 days and requires the flexibility to work additional hours, nights, weekends, and holidays Must show proof of eligibility to work in the U.S. Internal background check to the satisfaction of contract requirements. If applicable, Child Abuse/ Neglect Report (CAN) or child protective services check with no adverse findings. Physical Requirements: Ability to stand, walk, and conduct facility rounds for extended periods (8–12 hours per shift) Ability to lift and move supplies up to 50 lbs Ability to respond quickly to emergencies throughout the facility Ability to work in indoor and outdoor environments Ability to review documentation, reports, and operational records with attention to detail. Ability to sit for extended periods for administrative tasks and documentation Work Environment: Position is full-time and located within a secure, federally contracted ICE residential facility Other Duties & Information : Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their job. Position Type: Full-Time Travel Requirements: None Location: On-Site About Anovaeon, LLC: Anovaeon, LLC is a solutions-driven company providing end-to-end expertise in humanitarian response. We don’t staff projects—we bring the right teams with the right tools, guided by innovative leadership, that together deliver operational success. From disaster response and recovery to migration and emergency preparedness, we integrate strategic leadership with hands-on execution. Our team combines deep industry experience with data-driven solutions, ensuring our partners are well equipped to mitigate crises effectively and deliver real impact and mission success. Anovaeon, LLC is an Equal Opportunity and Affirmative Action Employer and prohibits discrimination and harassment of any type on the basis of actual or perceived race, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, religious creed, disability (mental and physical) including HIV and AIDS, medical condition (cancer and genetic characteristics), genetic information, age, marital status, civil union status, sexual orientation, military and veteran status, denial of family and medical care leave, arrest record and/or any other characteristic(s) protected by federal, state or local law. This policy applies to all terms of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, training, compensation, benefits, employee activities, and general treatment during employment. If you need any accommodations to complete the application, participate in an interview, take part in pre-employment testing, or engage in any part of the selection process, please contact us at Anovaeon, LLC serves as a dedicated strategic partner to government and other customers. We provide a range of professional services, including specialized facilities, customized logistics support, and direct care services. We hire individuals who share our commitment to excellence and exceeding customer expectations. Anovaeon offers competitive salaries, comprehensive benefits, and training and development opportunities.