Administrative Assistant - Medical Records

Circle of Life Hospice; Bentonville (AR); On-site; USD 42,000 - 48,000; Full time

Job summary

Circle of Life Hospice in Bentonville, AR, is seeking an onsite Administrative Assistant to support medical records and daily office operations. The role requires accurate data entry, file management, and strong communication with clinical staff.

You will ensure HIPAA compliance, regulatory adherence, and timely processing of records using Microsoft Office and the organization’s tools, while prioritizing tasks in a collaborative team environment.

Qualifications

• Minimum 3 years office and administrative experience in a healthcare environment.
• Prefer prior experience using electronic health records system.
• Prior experience with medical records and regulatory compliance helpful.
• Organizational and multitasking skills with project coordination.
• Ability to meet deadlines with minimal direction.
• Excellent interpersonal, oral and written communication; attention to detail.
• Knowledge of spelling, grammar, punctuation; effective communication by phone, email, and in writing.
• Proficient with standard office equipment and advanced Microsoft Office.
• Self-starter with initiative; works well in a team environment.

Responsibilities

• Ensures all patient medical records are up to date, organized, and compliant.
• Follows tools to ensure accuracy and completeness for all medical records.
• Identifies discrepancies and informs supervisor; develops corrective actions for compliance.
• Takes initiative to enhance record department procedures.
• Ensures documents are complete with appropriate signatures and filed correctly.
• Maintains HIPAA compliance for patient and agency records.
• Assists with obtaining information from community providers within regulatory requirements.
• Communicates updates to providers while maintaining HIPAA regulations.
• Processes internal and external medical records requests.
• Generates electronic reports and documents statistics; maintains care records.
• Demonstrates compassion and professional service in all interactions.
• Represents Circle of Life to the community positively.
• Exhibits flexibility and takes on additional duties as needed.
• Performs other duties as assigned.

Skills

Office admin

Healthcare exp

EHR familiarity

HIPAA/compliance

Communication

Multitasking

Time management

Microsoft Office

Regulatory awareness

Tools

Microsoft Office Suite

Electronic Health Records (EHR)

Job description

This is an onsite position working Monday-Friday 8-4:30

Requirements for Consideration: Minimum 3 years office and administrative experience in a healthcare environment. Prefer prior experience using electronic healthcare records system. Prior experience with medical records and regulatory compliance helpful. Organizational and multitasking skills with experience in managing, coordinating projects and setting priorities. Ability to meet deadlines and follow up on assignments with a minimum of direction. Excellent interpersonal, oral and written communication skills and attention to detail. Ability to work well with managers, co-workers and the public. Knowledge of proper spelling, grammar and punctuation; ability to effectively communicate by phone, in writing, and verbally. Skilled with business correspondence, formatting, time management, standard office administrative practices and procedures, including the use of standard office equipment. Requires excellent computer skills and advanced skill using Microsoft Office. A self-starter; a courteous and resourceful individual that demonstrates confidence, initiative, and independent judgment within established guidelines. Demonstrated ability to work in a team environment.

Specific Duties

1. Ensures that all patient medical records are up to date, complete, organized, and meets regulatory compliance.
2. Follows organizational tools to ensure accuracy and completeness for all medical records
3. Identifies and informs supervisor of discrepancies if found related to the medical records functions requiring completeness and regulatory compliance, and if discrepancies are discovered develops immediate corrective actions to meet the state and federal regulatory requirements for accuracy and completeness.
4. Takes initiative to enhance record department procedures and capabilities.
5. Ensures all medical record documents are complete and correct with appropriate signatures and information, provides follow up for all missing and unsigned paperwork, and is responsible for getting completed documentation into patient's record.
6. Ensures safeguarding of medical records in accordance with the Privacy Act. Maintains HIPAA compliance regarding any patient and agency records.
7. Assists with obtaining information needed from community providers regarding patients within regulatory requirements and responsible for documentation in patient record regarding this information.
8. Assists with communicating to community providers regarding patient updates while maintaining HIPAA regulations.
9. Assists with processing of internal and external medical records requests.
10. Generate electronic reports, collect, and document statistical information, maintain patient care records.
11. Demonstrates compassion, empathy, and patience when interacting with patients, families, co-workers, and members of the public as well as exhibiting all COL Customer Service Standards and values daily.
12. Represents Circle of Life to the community in a positive manner.
13. Demonstrates flexibility, versatility and a positive attitude in integrating additional duties.
14. Performs other duties as assigned.