Clinic Office Assistant - Medical Records

About the Role

The Clinic Office Assistant – Medical Records supports the Medical Records Department by ensuring the accurate preparation, scanning, indexing, and maintenance of patient medical records within the Electronic Medical Record (EMR) system. This position is responsible for organizing paper medical records for digitization, processing Release of Information (ROI) requests in compliance with HIPAA and institutional policies, and maintaining the confidentiality and integrity of protected health information. The Clinic Office Assistant serves as a resource for medical records operations by providing administrative support to School of Medicine clinics, assisting with electronic health record processes, and responding to inquiries from patients, providers, clinic staff, and external organizations. This position requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple priorities while ensuring accuracy and regulatory compliance. The ideal candidate demonstrates professionalism, excellent customer service, sound judgment, and a commitment to supporting efficient clinical operations through the timely and accurate management of medical records. The position also assists with departmental projects, provides support for health information systems, and performs additional administrative duties as assigned to support the overall mission of the Medical Records Department.

Major/Essential Functions

• Prepares paper medical records for electronic scanning by labeling, sorting, organizing, and verifying accuracy prior to upload into the Electronic Medical Record (EMR) system.
• Scans and indexes patient records into the EMR while maintaining an accurate electronic file structure.
• Processes Release of Information (ROI) requests in compliance with HIPAA regulations, TTUHSC policies, and applicable laws.
• Reviews, compiles, and processes patient medical record requests while ensuring confidentiality and regulatory compliance.
• Provides medical records support to School of Medicine clinics and serve as a resource for medical records processes.
• Communicates professionally with patients, providers, clinic staff, vendors, and other stakeholders via telephone, email, and in person.
• Maintains accurate departmental records and documentation.
• Assists with departmental administrative processes and maintain knowledge of institutional policies and procedures.
• Coordinates specialized solutions and collect or analyze data as needed to support departmental operations.
• Performs additional clerical and administrative duties as assigned.
• Assists with special projects related to medical records operations.
• Supports other clinics or departments during high-volume periods or departmental initiatives.
• Assists with data collection and reporting for operational or quality improvement purposes.
• Participates in departmental training and process improvement activities.
• Cross-trains and provide support for additional Medical Records functions as needed.

Required Qualifications

• A minimum of a High School Diploma or equivalent
• Six months to one year of directly related experience within a general office or healthcare environment

Preferred Qualifications

• Six months to one year of experience in a healthcare environment supporting clinical applications
• Experience working with Electronic Health Record (EHR) systems
• Experience with medical records management, document imaging, and record scanning
• Knowledge of HIPAA regulations and Release of Information (ROI) procedures

Benefits

• Individual health insurance provided at no cost for full-time team members
• Paid Time Off – including holidays, vacation, sick leave and more
• Retirement Plans
• Wellness Programs
• Certified Mother-Friendly Workplace
• Opportunities for personal and professional growth, including lifelong learning programs, recognition programs, and health and wellness initiatives
• Special membership rates at local gyms and golf courses
• Access to state-of-the-art software and facilities
• Discounts on travel, technology, entertainment and more