Role Scope:

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.

This position is ideal for someone who is detail-oriented, adaptable, and comfortable helping build and refine workflows in a growing PACE organization.

Core Responsibilities & Expectations:

• 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.

• Coordinate 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.

• Support fluctuating workloads and evolving responsibilities as the organization grows.

• Perform additional duties related to medical records and operations as assigned.
  

Minimum 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

• Working knowledge of medical terminology and clinical documentation

• Prior experience retrieving records from external providers

Essential Functions & Physical Requirements

The following statements describe the general nature of work and physical expectations common across roles at Habitat Health. Specific responsibilities may vary by position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Team members in this role may be expected to:

• Work in healthcare, administrative, community, or remote environments, depending on role needs. 

• Communicate effectively with participants, caregivers, team members, and other stakeholders in person, by phone, and through electronic systems. 

• Remain stationary and/or move about for extended periods, consistent with job duties. 

• Operate standard office equipment and/or clinical tools (e.g., computers, phones, medical devices, documentation systems). 

• Travel between work sites or community locations as needed. 

• Follow safety procedures, infection control protocols, and use personal protective equipment (PPE) when required. 

• Perform tasks that may involve bending, reaching, lifting, or assisting participants, depending on role responsibilities. 

• Lift, carry, push, or pull supplies, equipment, or materials typically up to 25–50 pounds, with assistance or mechanical aids, depending on job duties and role responsibilities. 

Compensation: 

We consider an individual’s qualifications, skillset, and experience in determining a final rate of pay. The expected annual salary range for this role is $17.00 - $23.00 and is a bonus-eligible position.

The final compensation offered will be determined based on factors including, but not limited to, the candidate's qualifications, skills, experience, education, certifications, geographical location, and business needs. 

In addition, this position is eligible for a comprehensive benefits package, including medical, dental, and vision insurance; paid parental leave, short- and long-term disability coverage; life insurance; flexible spending accounts; a 401(k) savings plan that includes a match; paid time off; and company paid holidays. 

At-Will Employment 

Employment with Habitat Health is at-will. This means that either the employee or the employer may terminate the employment relationship at any time, with or without cause, and with or without notice, subject to applicable law. Nothing in this job posting or any other company document is intended to create a contract of employment, express or implied, or to alter the at-will nature of employment. 

Any written or oral statements to the contrary are not authorized unless made in writing and signed by an authorized representative of the Company. 

Because this is a remote position, employment will be governed by the laws applicable to the employee’s work location, and applicable legal requirements will be followed.