Top 20 Interview Questions & Answers for Medical Records Clerk Roles – 2025

So, you’ve landed an interview for the role of a medical records clerk. Congrats! To help you prepare for your big day, we’ve compiled a list of 20 up-to-date interview questions and their answers covering all the essential areas for this job. Whether you’re a fresh graduate or an experienced professional, these questions will help the interviewer gauge your knowledge, skills, and fit for the position.

General Questions

• 1. Tell me about your experience working as a medical records clerk.
  Answer: I have been working as a medical records clerk for the past 3 years at XYZ hospital. In my role, I have been responsible for organizing and maintaining patient medical records, ensuring their confidentiality, and retrieving and updating records for medical staff.
• 2. What interests you in being a medical records clerk?
  Answer: I have always been passionate about the healthcare industry, and being a medical records clerk allows me to contribute to it indirectly by ensuring critical information is accurately recorded, stored, and accessible for treatment and research purposes.

Behavioral Questions

• 3. Tell me about a time when you had to handle a difficult or irate patient/customer.
  Answer: On one occasion, a patient's family member became quite angry and started yelling at me when I told them that they could not access the patient's medical records without authorization. I remained calm and listened carefully to their concerns, showing empathy and explaining the hospital's policies and procedures. Eventually, they calmed down and thanked me for my patience and understanding.
• 4. Can you give an example of a time when you had to multitask and how did you prioritize your tasks?
  Answer: As a medical records clerk, multitasking is a regular part of my day. In one instance, I had to update records for several patients simultaneously while also responding to urgent requests from medical staff. I prioritized my tasks based on their importance and deadlines, making sure to communicate with my supervisor if I needed additional support.

Situational Questions

• 5. You discover that a patient's medical record is missing. What would you do?
  Answer: If a medical record is missing, I would first check with the medical staff to ensure it hasn't been misfiled. If it can't be found, I would promptly report it to my supervisor and follow the necessary procedures for retrieving or creating a new one.
• 6. How would you handle a situation where you were asked to release a patient's medical records without proper authorization?
  Answer: I would politely inform the requester that I cannot release the records without proper authorization as per the hospital's policies and federal regulations. I would also explain the importance of maintaining patient confidentiality and offer to provide assistance in obtaining the necessary authorization.

Technical Questions

• 7. What software or programs are you familiar with for managing medical records?
  Answer: I am well-versed in electronic health record (EHR) systems such as Epic and Cerner, as well as Microsoft Excel for organizing and analyzing data.
• 8. How do you ensure the accuracy and security of patient medical records?
  Answer: I follow strict protocols for inputting and verifying information, regularly audit records for errors or discrepancies, and ensure that only authorized personnel have access to the records. I also maintain physical and digital security measures to protect records from unauthorized access or tampering.

Cultural Fit Questions

• 9. Why do you want to work for our hospital/healthcare organization?
  Answer: I have always admired the reputation and quality of care provided by your hospital/healthcare organization. I also appreciate your commitment to innovation and continuously improving patient care, which aligns with my values and goals as a medical records clerk.
• 10. How do you handle confidential information and maintain patient privacy?
  Answer: Patient privacy is of utmost importance to me, and I take all necessary precautions to protect their information. I follow HIPAA regulations, maintain a professional demeanor, and only access or share information on a need-to-know basis.

Experience and Background Questions

• 11. Do you have experience using coding systems such as ICD-10 and CPT codes?
  Answer: Yes, I am familiar with using ICD-10 and CPT codes for medical coding and billing purposes.
• 12. How do you handle a large volume of medical records while ensuring accuracy and attention to detail?
  Answer: I have developed efficient techniques for organizing and managing large volumes of records without compromising accuracy. These include using labels, color-coding, and software tools to maintain order and regularly checking for errors.

Motivation and Goals

• 13. What motivates you to excel as a medical records clerk?
  Answer: The satisfaction of knowing that I play a crucial role in facilitating the delivery of quality healthcare motivates me to excel as a medical records clerk. I constantly strive to improve my skills and contribute to the smooth functioning of the healthcare system.
• 14. Where do you see yourself in your career in the next 5 years?
  Answer: In the next 5 years, I hope to have gained more experience and expanded my knowledge of medical records management. Ideally, I would also like to take on a leadership role, mentoring and training other medical records clerks.

Knowledge of Industry Practices

• 15. How do you stay updated with the latest laws and regulations related to medical records management?
  Answer: I regularly attend conferences and webinars, read industry publications, and follow relevant organizations and sources on social media to stay updated with the latest laws and regulations impacting medical records management.
• 16. Can you give an example of a time when you had to adhere to strict policies and procedures in your previous job?
  Answer: In my previous job, I worked for a government agency where strict confidentiality and data security protocols were crucial. I followed them diligently, even if it sometimes meant extra time and effort, because I understood the importance of adhering to policies and procedures for protecting sensitive information.

Problem-Solving and Decision-Making

• 17. How do you handle a situation where a medical record is incomplete?
  Answer: If a medical record is incomplete, I would first evaluate the missing information and determine its impact on the record. If it is crucial, I would follow up with the relevant medical staff to obtain the necessary information. Otherwise, I would update the record with a note stating that the information is missing.
• 18. How do you prioritize requests for medical records from different medical staff?
  Answer: I prioritize requests based on the urgency and importance of the information needed to provide medical care. For example, a request from a surgeon needing medical records for an upcoming surgery would take priority over a request from a physician for routine check-up records.

Communication Skills

• 19. How do you handle communicating sensitive or distressing information to patients or families?
  Answer: When communicating sensitive or distressing information, I use empathy and sensitivity, allowing the person to express their emotions while actively listening and providing support. I also ensure that I communicate clearly and accurately, avoiding medical jargon or technical terms that may be confusing.
• 20. Can you give an example of a time when you had to communicate effectively with a coworker or supervisor?
  Answer: In one instance, I noticed a discrepancy in a patient's records, and upon further investigation, realized that there had been a miscommunication between me and a coworker. I promptly communicated the issue to my supervisor, explaining the situation and suggesting a solution, and we were able to resolve it without any impact on patient care.