Medical Records Associate

About the role

The Medical Records Associate plays a critical role in supporting high-quality, coordinated care for PACE participants by ensuring medical records are accurate, complete, timely, and accessible across care settings. This role is responsible for managing participant medical records from both internal and external sources while maintaining strict compliance with HIPPA, CMS, and organizational standards.

Responsibilities

• Organize, maintain, and update participant medical records in the EHR system, including creating and indexing documentation from electronic sources.
• Process, manage, retrieve, and follow up on medical records requests with external providers in accordance with HIPPA and organizational policies, ensuring timely receipt.
• Cook up release of information via electronic transmission, fax, mail, or secure delivery methods.
• Serve as the primary point of contact for internal and external record-related inquiries, managing incoming and outgoing department communications and follow-ups.
• Work closely with care teams and operations to support participant care needs.
• Support care transitions by ensuring records are available for enrollment, discharges, and specialty visits.
• Maintain strict confidentiality of protected health information (PHI).
• Ensure compliance with HIPPA, CMS, and organization policies.
• Identify opportunities to improve medical records workflows and assist with process implementation.
• Perform additional duties related to medical records and operations as assigned.

Qualifications

• Aligns with our purpose and our values, and is excited about living those out in daily practice
• Ability to thrive in a fast-paced, evolving environment with comfort navigating ambiguity, adapting quickly, and contributing to continuous improvement
• Strong learning and growth mindset, including seeking feedback, engaging in healthy debate and using data and curiosity to inform decisions
• Acts with integrity and ownership, considering the broader organizational impact, doing the right thing, and following through to deliver results
• Associate’s degree or higher in Health Information Management, Healthcare Administration, or a related field, or equivalent work experience, is required
• Two (2) or more years of experience in medical records, health information management, or healthcare administration
• Demonstrates initiative, accountability, and ownership of assigned responsibilities
• Identifies opportunities to improve workflows and contributes to the ongoing development and optimization of departmental processes
• Effectively prioritizes work while maintaining accuracy, organization, and attention to detail
• Experience working with electronic health record (EHR) systems and standard office technology
• Professional verbal and written communication skills

Nice to have experience

• Prior experience using Epic EHR, including Chart Review, Media Manager, Care Everywhere, and In Basket
• Experience in a startup or rapidly growing healthcare organization preferred
• Health Information Management or related healthcare certification (e.g., RHIT, RHIA, or CCS)
• Experience in a PACE organization, value-based care, or medical office setting
• Prior experience retrieving records from external providers