Healthcare Administrative Assistant-Correction Setting

TEEMA; Madison (WI); On-site; USD 42,000 - 56,000; Full time

Job summary

TEEMA in Madison, WI is seeking a Medical Program Assistant Associate (MPAA) to provide essential administrative support in a fast-paced healthcare environment. The role involves handling patient and legal requests for medical record reviews and coordinating releases while ensuring privacy compliance.

You will manage scanning and uploading hundreds of records weekly into the EMR and assist about a dozen clinicians with scheduling, documentation, and day-to-day operations.

Qualifications

• High school diploma or equivalent; healthcare admin coursework preferred.
• Experience in a medical office or health information management.
• Experience with EMR/EHR systems and HIPAA confidentiality.

Responsibilities

• Process and manage patient and legal requests for medical record reviews.
• Retrieve, review, redact, and prepare records per privacy rules.
• Coordinate and facilitate medical record reviews and document releases.
• Scan and upload ~400 records per week into the EMR.
• Provide admin support to ~12 clinicians: scheduling, documentation, and correspondence.
• Maintain electronic records and filing accuracy.
• Prioritize high-volume workload and meet deadlines.
• Communicate professionally with patients, attorneys, providers, and staff.
• Perform general admin duties to support clinic operations.

Skills

HIPAA compliance

EMR/EHR experience

MS Office

Time management

Communication skills

Education

High school diploma

Healthcare administration coursework

Tools

EMR/EHR software systems

Microsoft Word

Microsoft Excel

Job description

Shift: Monday through Friday,7:45am - 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.