Medical Records Associate

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:

• High school Diploma or GED required

• Experience working with medical records, health information, or healthcare administration functions

• Strong attention to detail and organization skills

• Working knowledge of HIPPA and patient privacy regulations

• Comfort working with EHR systems and basic office technology

• Ability to manage multiple priorities in a fast-paced, evolving environment

• Professional verbal and written communication skills

Nice to have experience:

• Associate’s or Bachelor’s degree in Health Information Management, Healthcare Administration, or a related field

• Health Information certification or related education

• Familiarity with medical terminology

• Experience in a PACE organization, medical office, or value-based care environment.

• Prior experience retrieving records from external providers

• Experience in a rapidly growing organization

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 - $23 and is a bonus-eligible position. The actual offer will be at the company’s sole discretion and determined by relevant business considerations, including the final candidate’s qualifications, years of experience, skillset, and geographic location. 

Our Commitment to Diversity, Equity, and Inclusion:

Habitat Health is an Equal Opportunity employer and is committed to creating a diverse and inclusive workplace. Habitat Health applicants are considered solely based on their qualifications, without regard to race, color, religion, creed, sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions), gender identity, gender expression, sexual orientation, marital status, military or veteran status, age, national origin, ancestry, citizenship, physical or mental disability, medical condition, genetic information or characteristics (or those of a family member), or other status protected by applicable law.

Habitat Health is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Habitat Health will take steps to provide people with disabilities and sincerely held religious beliefs with reasonable accommodations in accordance with applicable law. Accordingly, if you require a reasonable accommodation to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact us at [email protected]. 

Beware of Scams and Fraud

Please ensure your application is being submitted through a Habitat Health sponsored site only. Our emails will come from @habitathealth.com email addresses. If you feel that you have been the victim of a scam such as this, please report the incident to the Federal Trade Commission by selecting the ‘Rip-offs and Imposter Scams’ option: https://reportfraud.ftc.gov/#/. 

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