Medical Program Administrative Assistant (MPAA)

TEEMA; Town of Plymouth (WI); On-site; USD 38,000 - 52,000; Full time

Job summary

TEEMA seeks a highly organized Medical Program Administrative Assistant (MPAA) to support 12 clinicians in a fast-paced healthcare setting. Responsibilities include managing medical record requests, ensuring HIPAA compliance, and handling high-volume scanning and document management.

The role emphasizes accuracy, confidentiality, and the ability to prioritize multiple tasks while providing dependable administrative support across clinics.

Qualifications

• Experience in a medical office or healthcare administrative setting preferred.
• Experience handling medical records release requests or confidential patient documentation preferred.
• Knowledge of HIPAA and patient confidentiality requirements.
• Strong computer, scanning, data-entry, and electronic medical record (EMR) skills.
• Excellent organizational skills with ability to manage a high-volume workload.
• Strong written and verbal communication; able to work independently while supporting a multidisciplinary clinical team.

Responsibilities

• Manage patient and legal requests for medical record reviews and releases.
• Retrieve healthcare records and documentation needed to fulfill requests.
• Review and redact confidential information prior to release.
• Coordinate and facilitate medical record reviews and releases according to policies and confidentiality requirements.
• Handle a high volume of records requests (40–50/month).
• Scan and upload ~400 documents/week into patients’ EMRs.
• Ensure scanned docs are accurately indexed and entered into patient records.
• Provide administrative support to ~12 clinicians.
• Assist with document management, correspondence, filing, data entry, and other admin tasks.
• Maintain HIPAA compliance and confidentiality.
• Track outstanding requests and follow up to ensure timely completion.

Skills

Data entry

Electronic medical records

Computer skills

Organization

Attention to detail

Communication skills

Independent worker

Job description

Job Title: Medical Program Administrative Assistant (MPAA)

Job ID: 90334

Location: Plymouth, Wisconsin

Overview

We are seeking a highly organized and detail-oriented Medical Program Administrative Assistant (MPAA) to provide administrative and medical records support in a fast-paced healthcare environment. This position plays an important role in managing patient and legal requests for medical record reviews, maintaining accurate electronic health records, and providing day-to-day administrative support to approximately 12 clinicians. The ideal candidate is comfortable managing a high-volume workload, handling confidential healthcare information, and balancing multiple priorities while maintaining accuracy and professionalism.

What you will be doing

• Manage patient and legal requests for medical record reviews and releases.
• Retrieve healthcare records and documentation needed to fulfill records requests.
• Review and redact protected or confidential information as appropriate prior to release.
• Coordinate and facilitate medical record reviews and releases in accordance with established policies, procedures, and confidentiality requirements.
• Manage a high volume of records requests, averaging approximately 40-50 requests per month.
• Scan and upload approximately 400 documents per week into patients’ electronic medical charts.
• Ensure scanned documentation is accurately indexed, organized, and entered into the appropriate patient record.
• Provide administrative support to approximately 12 clinicians, helping ensure efficient day-to-day clinical operations.
• Assist with document management, correspondence, filing, data entry, and other general administrative functions.
• Maintain strict confidentiality of patient information and comply with applicable HIPAA and privacy requirements.
• Track outstanding requests and follow up as necessary to ensure timely completion.
• Perform additional administrative and clerical duties as assigned.

What you must have

• Previous experience in a medical office, healthcare administrative, medical records, or similar healthcare setting preferred.
• Experience handling medical records, release-of-information requests, or confidential patient documentation strongly preferred.
• Knowledge of HIPAA and patient confidentiality requirements.
• Strong computer, scanning, data-entry, and electronic medical record skills.
• Excellent organizational skills with the ability to manage a high-volume workload.
• Strong attention to detail and accuracy, particularly when reviewing, redacting, scanning, and releasing medical records.
• Ability to prioritize multiple requests and meet established deadlines.
• Strong written and verbal communication skills.
• Ability to work independently while effectively supporting a multidisciplinary clinical team.

Other Information

• Position Type: Full-Time

Schedule

• Monday through Friday
• 8:00 AM-4:30 PM

Thank you for your interest in this opportunity. If you are selected to move forward in the process, we will contact you directly. If you do not hear from us, we encourage you to continue visiting our website for other roles that may be a good fit.

For more information about TEEMA and to consider other career opportunities, please visit our website at www.teemagroup.com