Administrative Assistant

Medasource; California; Remote; USD 28,930,000 - 39,950,000; Full time

Job summary

Medasource is seeking an Administrative Assistant to support a medical records review and retrieval project. The role involves coordinating with medical record reviewers and provider offices to request, track, organize, and follow up on medical records.

The ideal candidate has healthcare customer service experience, strong phone skills, and exceptional attention to detail. Proficiency in Microsoft Excel and other Office tools is required for daily trackers and reporting.

Qualifications

• High school diploma or equivalent.
• Prior healthcare, member services, provider services, or customer service experience.
• Excellent professional phone and customer service skills.
• Strong computer proficiency and comfort in computer-based systems.
• Experience with Microsoft Excel, Word, Outlook, and Microsoft Office.
• Strong data entry skills with attention to detail and accuracy.
• Ability to manage a high-volume workload, prioritize assignments, and meet deadlines.
• Strong follow-up, research, and problem-solving skills.
• Reliable internet and a quiet remote workspace.
• Must connect directly to a router using Ethernet; client system is not Wi-Fi compatible.

Responsibilities

• Contact physician offices, hospitals, and other providers to request medical records.
• Make follow-up calls regarding outstanding or expected medical charts.
• Send fax requests and follow up as needed.
• Research provider information, claims information, and contacts using internal systems and online resources.
• Enter and maintain information within medical record tracking and abstraction systems.
• Track outstanding records, project progress, and barriers to completion.
• Coordinate with leads and reviewers to manage caseloads.
• Maintain organized documentation and ensure timely completion of requests.
• Use Microsoft Excel daily to maintain trackers and report progress.
• Navigate multiple applications and systems with accuracy.
• Demonstrate persistence locating hard-to-find information.
• Work independently while collaborating with the project team.

Skills

Healthcare customer service

Phone communication

Data entry

Excel proficiency

Attention to detail

Remote work

Education

High school diploma

Tools

Microsoft Excel

Microsoft Word

Outlook

Microsoft Office

Job description

Location: Remote – California; Southern California preferred

Schedule: Monday–Friday, 8:00 AM–5:00 PM Pacific

Pay: $25/hour W2

Start Date: ASAP

Employment Type: Full-Time Contract

Position Overview

A leading healthcare organization is seeking an Administrative Assistant to support a medical records review and retrieval project. This individual will work closely with internal administrative teams, medical record reviewers, and healthcare provider offices to request, track, organize, and follow up on medical records.

The ideal candidate has strong healthcare customer service experience, excellent phone communication skills, strong attention to detail, and the ability to manage a high-volume workload across multiple computer systems.

Responsibilities

• Contact physician offices, hospitals, and other healthcare providers to request medical records.
• Make follow-up calls regarding outstanding or expected medical charts.
• Send fax requests to provider offices and follow up as needed.
• Research provider information, claims information, and contact details using internal systems and online resources.
• Accurately enter and maintain information within medical record tracking and abstraction systems.
• Track outstanding records, project progress, and barriers to completion.
• Coordinate with administrative leads and medical record reviewers to manage assigned caseloads.
• Maintain organized documentation and ensure medical record requests are completed in a timely manner.
• Use Microsoft Excel daily to maintain trackers, manage project information, and report progress.
• Navigate multiple applications and systems while maintaining a high level of accuracy.
• Demonstrate persistence and problem-solving skills when locating difficult-to-find provider or medical record information.
• Work independently while collaborating closely with a broader healthcare project team.

Requirements

• High school diploma or equivalent required.
• Prior healthcare, member services, provider services, or customer service experience required.
• Excellent professional phone and customer service skills.
• Strong computer proficiency and comfort working primarily within computer-based systems.
• Experience with Microsoft Excel, Word, Outlook, and Microsoft Office.
• Strong data entry skills with exceptional attention to detail and accuracy.
• Ability to manage a high-volume workload, prioritize multiple assignments, and meet deadlines.
• Strong follow-up, research, and problem-solving skills.
• Reliable internet connection and a quiet, secure remote workspace.
• Must be able to connect directly to a router using an Ethernet cable, as the client system is not Wi-Fi compatible.

Preferred Qualifications

• Experience with medical records, Release of Information (ROI), or medical record retrieval.
• Previous provider or member outreach experience.
• Experience working in a healthcare or health insurance environment.
• Experience researching claims or provider information.
• Experience using Excel to track project activity and outstanding items.
• Familiarity with digital faxing platforms, Adobe Acrobat, or similar document-management tools.
• Prior clerical, administrative, provider relations, or healthcare office experience.

Ideal Candidate

The ideal candidate is organized, persistent, comfortable making frequent outbound calls, and able to accurately track a large volume of information. Someone with experience following up with healthcare providers, retrieving medical records, researching missing information, and maintaining detailed Excel trackers would be especially successful in this role.