Healthcare Administrative Assistant

TeemaGroup; Town of Stanley (WI); On-site; USD 38,000 - 46,000; Full time

Job summary

TeemaGroup is seeking a Medical Program Assistant Associate to handle patient and legal requests for medical record reviews, ensure compliant documentation, and support clinicians with scheduling and correspondence.

The role involves high-volume records processing, maintaining confidential information, and coordinating with attorneys and healthcare providers in a fast-paced clinical setting.

Qualifications

• High school diploma or equivalent required; post-secondary education in healthcare administration preferred.
• Experience in a medical office or healthcare admin is a plus.
• Familiarity with EMR/EHR systems and HIPAA confidentiality is essential.

Responsibilities

• Process and manage patient and legal requests for medical record reviews and releases.
• Retrieve, review, redact, and prepare healthcare records per privacy regulations and policies.
• Coordinate and facilitate medical record reviews and document releases.
• Scan and upload about 400 medical records per week into the EMR system.

Skills

Attention to detail

Communication skills

MS Office

HIPAA knowledge

Education

High school diploma

Healthcare admin education

Tools

EMR/EHR systems

Job description

Shift:

Monday through Friday, 8am - 4:30pm

Overview:

The Medical Program Assistant Associate (MPAA) provides essential administrative support within a fast-paced healthcare environment. This role is responsible for managing patient and legal requests for medical record reviews, ensuring timely processing of healthcare documentation, and supporting clinical staff with a variety of administrative functions. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining strict confidentiality.

What you will be doing:

• Process and manage patient and legal requests for medical record reviews and releases.
• Retrieve, review, redact, and prepare healthcare records in accordance with applicable privacy regulations and organizational policies.
• Coordinate and facilitate medical record reviews and document releases.
• Scan and accurately upload approximately 400 medical records/documents per week into the electronic medical record (EMR) system.
• Provide administrative support to approximately 12 clinicians, assisting with scheduling, documentation, correspondence, and other daily operational needs.
• Maintain accurate electronic records and ensure all documentation is filed appropriately.
• Prioritize and manage a high-volume workload while meeting established deadlines.
• Communicate professionally with patients, attorneys, healthcare providers, and internal departments.
• Perform general administrative duties to support efficient clinic operations.

What you must have:

• High school diploma or equivalent required; post-secondary education in healthcare administration or medical office support preferred.
• Previous experience in a medical office, healthcare administration, health information management, or related field preferred.
• Experience working with Electronic Medical Records (EMR/EHR) systems.
• Knowledge of HIPAA and medical record confidentiality requirements.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and standard office equipment.
• Ability to handle confidential information with professionalism and discretion.
• Ability to manage multiple priorities in a fast-paced healthcare environment.

This is a high-volume administrative position requiring exceptional organizational and time management skills. The role routinely manages 40-50 patient and legal medical record requests each month while supporting multiple clinicians and maintaining a significant document scanning workload. Success in this position requires the ability to work independently, maintain accuracy under pressure, and effectively prioritize competing responsibilities.