Assistant Medical Records/ Transporter

Lagunarainbow; Casa Blanca (NM); On-site; USD 30,000 - 42,000; Full time

Job summary

Lagunarainbow is seeking a Medical Records/Transportation Assistant to support the Medical Records/Transportation Department. You will help maintain confidential resident medical records and assist with safe, timely transportation to medical appointments and other approved destinations.

The role emphasizes professionalism, confidentiality, compassion, and meticulous attention to detail in interactions with residents, families, providers, and staff.

Qualifications

• High school diploma or GED required.
• Knowledge of medical terminology and electronic health records preferred.
• Must maintain HIPAA compliance and confidentiality at all times.
• Valid driver’s license and ability to meet driving/insurance requirements when transporting residents.
• CPR/First Aid certification preferred or required per policy.

Responsibilities

• Maintain accurate, confidential resident medical records in accordance with policies and state/federal requirements.
• File, scan, upload, and organize documentation in resident records and EHR systems.
• Coordinate and schedule resident transportation to appointments and treatments.
• Transport residents as assigned, ensuring safety and on-time arrival.
• Assist with reviews for missing signatures and required information.
• Communicate documentation needs to the Medical Records/Transportation Director.
• Maintain transportation schedules, logs, and vehicle inspections; keep areas organized.

Skills

Medical terminology

Electronic health records

Time management

Confidentiality

Professional communication

Education

High school diploma or GED

Tools

Electronic Health Records (EHR) systems

Job description

Position Summary The Medical Records/Transportation Assistant provides administrative and operational support to the Medical Records/Transportation Department. This position assists with maintaining accurate, confidential, and organized resident medical records while also supporting the safe and timely transportation of residents to medical appointments, treatments, and other approved destinations. The Medical Records/Transportation Assistant must demonstrate professionalism, confidentiality, compassion, […]

Position Summary

The Medical Records/Transportation Assistant provides administrative and operational support to the Medical Records/Transportation Department. This position assists with maintaining accurate, confidential, and organized resident medical records while also supporting the safe and timely transportation of residents to medical appointments, treatments, and other approved destinations.

The Medical Records/Transportation Assistant must demonstrate professionalism, confidentiality, compassion, dependability, and respect when interacting with residents, families, healthcare providers, facility staff, and community partners.

Essential Duties and Responsibilities

Medical Records

• Assist with maintaining complete, accurate, organized, and confidential resident medical records in accordance with facility policies and applicable federal and state requirements.
• File, scan, upload, and organize medical documentation in resident records and electronic health record systems as assigned.
• Assist with reviewing records for missing signatures, incomplete documentation, physician orders, laboratory results, consultation reports, and other required information.
• Obtain medical documentation from hospitals, clinics, physicians, pharmacies, and other healthcare providers as directed.
• Assist with processing authorized requests for medical records and release of information.
• Maintain resident confidentiality and comply with HIPAA and facility privacy policies at all times.
• Assist with preparing records for audits, surveys, quality reviews, and other regulatory or administrative requests.
• Assist with maintaining archived and discharged resident records according to facility retention requirements.
• Communicate missing or incomplete documentation to the Medical Records/Transportation Director or appropriate department.
• Assist with tracking physician appointments, consultation reports, and other outside medical documentation.
• Perform routine clerical duties, including answering phones, copying, scanning, faxing, filing, and maintaining departmental records.
• Maintain organized work areas and ensure confidential information is properly secured.

Resident Transportation

• Assist with coordinating and scheduling resident transportation for medical appointments, treatments, hospital visits, and other approved appointments.
• Transport residents when assigned and authorized to do so.
• Ensure residents arrive at appointments safely and on time.
• Assist residents with entering and exiting facility vehicles while maintaining resident dignity and safety.
• Ensure wheelchairs, walkers, oxygen equipment, and other necessary resident equipment are safely secured during transportation.
• Verify that required appointment paperwork and documentation accompany residents to appointments.
• Return appointment paperwork, physician recommendations, orders, and other documentation to the appropriate nursing or medical records staff promptly upon return.
• Maintain transportation schedules, mileage logs, appointment logs, vehicle inspection documentation, and other required records.
• Communicate appointment delays, cancellations, transportation concerns, or resident status concerns to the appropriate facility staff.
• Assist with scheduling follow-up appointments as directed.
• Conduct or document required pre-trip and post-trip vehicle inspections.
• Immediately report vehicle damage, mechanical concerns, accidents, incidents, or safety issues to the supervisor.
• Maintain cleanliness and basic organization of facility transportation vehicles.
• Follow all facility transportation procedures, traffic laws, and resident safety requirements.
• Never leave a resident unattended when doing so could compromise the resident’s safety.

Resident Rights and Confidentiality

• Protect resident privacy and confidentiality at all times.
• Treat every resident with dignity, respect, patience, and compassion.
• Follow HIPAA requirements and facility confidentiality policies.
• Maintain appropriate professional boundaries with residents and families.
• Immediately report suspected abuse, neglect, exploitation, mistreatment, injuries of unknown origin, or other reportable concerns according to facility policy.

Qualifications

• High school diploma or GED required.
• Previous experience in a nursing facility, healthcare setting, medical office, medical records department, or transportation role preferred.
• Knowledge of medical terminology and electronic health records preferred.
• Basic computer skills and ability to learn facility software systems.
• Strong organizational skills and attention to detail.
• Ability to maintain strict confidentiality.
• Ability to communicate professionally with residents, families, healthcare providers, and staff.
• Must possess a valid driver’s license and meet facility driving and insurance requirements if responsible for transporting residents.
• Must successfully complete all required background checks, screenings, and facility orientation requirements.
• CPR/First Aid certification preferred or required based on facility policy.
• Must maintain all required transportation and safety training.

Physical Requirements

The employee must be able to perform the essential functions of the position with or without reasonable accommodation. Duties may include:

• Sitting, standing, walking, bending, reaching, and carrying documents or supplies.
• Assisting residents with mobility and transportation-related needs within the employee’s training and scope.
• Pushing or maneuvering wheelchairs and other mobility equipment.
• Entering and exiting facility vehicles throughout the workday.
• Working indoors and outdoors in varying weather conditions while providing transportation services.
• Performing computer and clerical work for extended periods.

Knowledge, Skills, and Abilities

The Medical Records/Transportation Assistant should demonstrate:

• Strong organizational and time-management skills.
• Accuracy and attention to detail.
• Dependability and punctuality.
• Professional communication and customer service skills.
• Respect for resident rights, cultural values, and individual preferences.
• Ability to prioritize multiple appointments and administrative responsibilities.
• Ability to work independently while following supervisory direction.
• Ability to recognize concerns and promptly communicate them through the appropriate chain of command.
• Ability to maintain confidentiality in a healthcare environment.
• Ability to work effectively as part of an interdisciplinary team.

Other Duties

This job description is not intended to contain a comprehensive listing of all activities, duties, and responsibilities required of the employee. Duties and responsibilities may be changed or assigned based on resident needs, staffing needs, regulatory requirements, and facility operations.