Medical Records Associate

About the Role

The Medical Records Associate plays a critical role in maintaining the accuracy, confidentiality, and accessibility of patient health information within a healthcare setting. This position ensures that medical records are properly documented, organized, and managed in compliance with legal, regulatory, and organizational standards. The associate collaborates closely with healthcare providers, administrative staff, and patients to facilitate the timely retrieval and secure handling of medical data. By managing both electronic and paper records, the role supports clinical decision-making and continuity of care. Ultimately, the Medical Records Associate contributes to the overall efficiency and quality of healthcare delivery by safeguarding vital patient information.

Responsibilities

• Accurately organize, file, and maintain patient medical records in both electronic health record (EHR) systems and physical formats.
• Review medical documents for completeness, accuracy, and compliance with healthcare regulations and organizational policies.
• Respond to requests for medical records from authorized personnel, ensuring confidentiality and adherence to HIPAA guidelines.
• Absorb and index medical records to facilitate efficient retrieval and reporting.
• Collaborate with healthcare providers and administrative teams to resolve discrepancies or incomplete documentation.
• Support audits and quality assurance activities related to medical records management.
• Maintain up-to-date knowledge of healthcare regulations and best practices related to medical records and patient privacy.
• Patient medical records requests- obtain an actual request from the patient and send the records to whom they request them to.
• Legal medical records requests- create a superbill in Aprima and mail it out to the law firm. Once the payment is received then the records will be sent out.
• Doctor’s offices calling for records- fax, email or mail the records out.
• Insurance medical records requests- work with the billing department to either schedule a record review, mail out records after discussing with Mary, Roe or Arlene what can be sent out.
• Maintaining an excel spreadsheet of all requests.
• Back up to medical transcription.
• Access to patient portal – (all portal calls and emails) helping patients reset their password or new users.
• Help answer calls.
• Posting checks/credit card payments.
• Swift-pay (billing) – pull op reports/consult notes for Arlene and Kim W. for Drs and PA.
• Pulling out OP reports and Progress notes from (St. Barnabas-Overlook- Morristown).
• Scanning reports from Hospital.
• Taking billings calls for payments (patients).
• Calling Hospitals – (checking to see if patient had insurance for DOS) and obtaining insurance information.
• Printing out statements.
• Assist with collections.

Skills

• Strong organizational and analytical skills.
• Proficiency with electronic health record systems.
• Knowledge of medical terminology and coding.
• Attention to detail and understanding of privacy regulations.
• Effective communication skills.