Medical Records Assistant

California University of Pennsylvania; Erie (Erie County); On-site; USD 32,000 - 52,000; Full time

Job summary

PennWest University seeks a detail-oriented Medical Records Specialist to manage patient charts, ensure accuracy of electronic medical records, and coordinate referrals. You will support billing, auditing, and data-entry tasks across clinical sites.

Responsibilities include taking vital signs, drawing blood, and preparing clinic charts. Strong knowledge of medical terminology and MS Office is required; bilingual candidates are preferred. Monday–Friday, Erie, PA location.

Qualifications

• Knowledge of the laws, regulations, policies, and procedures for accessing, using, and disclosing private information.
• Knowledge of medical nomenclature, classification systems, and medical coding requirements.
• Knowledge of medical record-keeping methods and techniques.
• Knowledge of standard medical vocabulary, spelling, grammar and punctuation.
• Knowledge of Microsoft Office Suite software.
• Ability to transcribe dictated or written medical information.
• Ability to sort, file, and cross-index records.
• Ability to communicate effectively orally and in writing.

Responsibilities

• Review medical records for completeness and accuracy.
• Maintain medical records through auditing for timeliness and completeness.
• Process requests for medical information from providers, insurers, or legal entities.
• Assist with data entry and troubleshooting in the EMR.
• Update insurance and demographic information in the EMR.
• Coordinate and track patient referrals and schedule appointments.
• Draw blood and take vital signs as needed.
• Coordinate billing and update clinic schedules in the EMR.
• Schedule patients for clinics and prepare clinic charts/releases.

Skills

Medical records

Data entry

Microsoft Office

Communication

Bi-lingual

Education

Medical records program

Medical secretarial program

Medical transcription program

Health information management program

Tools

Medent

Job description

This position requires a high level of computer literacy that involves medical records and data management. The position works to support the medical treatment team by managing patient information and charts, producing patient related reports, maintains the accuracy of the electronic medical record, coordinates patient referrals, attending clinics, taking vital signs and drawing blood. The position reports directly to the Coordinator of Clinical Operations.

ESSENTIAL DUTIES :

Medical Records:

• Review medical records for completeness and accuracy and refer incomplete or inaccurate reports to attending provider or nursing staff where appropriate
• Apply facility policies, regulations and procedures, and state and local accreditation/certification standards for maintain of medical records
• Compose and type routine requests for medical information and send to appropriate providers as directed
• Ability to process medical records in response to correspondence requests f representatives of insurance companies and/or other medical or legal entities.
• Maintain the medical records through an auditing process to ensure presence and timeliness of all required documents
• Archive closed medical records per agency protocol as well as guide work study students in managing closed health records
• Assist with data entry and trouble shooting in the electronic medical record
• Update insurance in entitlements, demographic information
• Prior Authorizations
• Filing

Quality Management/Quality Improvement:

• Assemble data on patients admitted to the group
• Participate in Quality Management and Quality Improvement efforts
• Prepare daily facility census and discharge analysis-retention and no show rates.

Office:

• Coordinate/prepare invoices for clinical subcontractors.
• Answer phones
• Scanning and or faxing confidential records to stakeholders/providers
• Order clinical supplies
• Mail/fax medical records generated at each visit to the prima1y care provider.
• Maintain electronic medical record
• Draw blood before the clinical visit
• Filing

Referrals:

• Coordinate/make and track external patient referrals then assimilate referral reports for staff review. Record referral information into the electronic health record
• Call PCP to obtain Gateway referral/AmeriHealth Referral (or other insurances as indicated)
• Review referrals in electronic medical record. Schedule or follow up ensuring that the patient is aware of appointment, receives a reminder to attend appointment then secure the medical record generated at that appointment.
• Call/make appointment referral-review previous places went/who takes insurance and locate of the apt.
• Call patient re: appointment made, change time and date as needed
• Fax information to the provider-records as requested with the referral
• Remind patient closer to the visit with the referral apt
• Document appointment information in electronic medical record as service referrals
• Call/document if patient went to the referral apt
• Forward Gateway (or other HMO insurance that required the PCP to make all referrals) referral to PCP
• Call and ask for records of appointments kept

Third Party Billing:

• This position supports the Medical Service Coordinator with billing activities and provider certifications by updating patient insurance information in the medical record and coordinating that update with medical case managers.
• Provide clinical coverage for the Medical Service Coordinator at clinic or in the office.
• Update clinic appointment schedule in Medent and revise as necessary

Clinical/Patient support:

• Clinical appointment reminder calls/texts/emails to clients.
• Work with the Coordinator of Clinical services to construct a master clinical schedule and assist with reminder calls to the clinical sites for coming clinical days.
• Assist the providers with reminder calls rescheduled clinics
• Call clients for changes in clinical schedule/date
• Prepare cha1ts and releases for upcoming clinic
• Update medical record as indicated before a clinical visit.
• Call for lab reports as requested for clinic
• Schedule patients for the next clinic appointment
• Take vital signs
• Draw blood

Required Skills, Knowledge & Abilities

• Knowledge of the laws, regulations, policies, and procedures for accessing, using, and disclosing private, sensitive, legally-privileged, and confidential information.
• Knowledge of the medical nomenclature, medical classification systems, and official medical coding requirements necessary for classification and coding of medical records.
• Knowledge of medical record-keeping methods and techniques.
• Knowledge of standard medical vocabulary and usage, spelling, grammar, and punctuation.
• Knowledge of the use and functionality of Microsoft Office Suite software.
• Ability to transcribe dictated, recorded, abstracted, and written medical information.
• Ability to sort, file, and cross-index electronic and paper medical records.
• Ability to communicate effectively orally.
• Ability to communicate effectively in writing.
• Ability to establish and maintain effective working relationships.

Minimum of Education / TrainingRequired Education Summary

• 1 year of clerical experience maintaining or reviewing medical records, transcribing dictated or recorded medical information, or conducting medical abstracting and coding; OR
• Graduation from an accredited medical secretarial, medical records, medical transcription, medical assisting, medical coding, or health information management program; OR
• An equivalent combination of experience and training.

Preferred Qualifications

• Knowledge of medical terminology
• Knowledge of medical record keeping methods and techniques
• Ability to maintain medical files and cross indexes.
• Thorough knowledge of clinic operations.
• Maintain an understanding of private and public insurance, coverage and services.
• Possess the ability to problem solve.
• Possess a high level of computer literacy, and familiarity with various modes of c01mnunication such as text messaging, other electronic platforms to include telemedicine.
• Bi-lingual skill set preferred.

Work Location

Work Location Erie, PA office

Is travel to other PennWest campuses required for this position? If so, how often?

Work Hours

Work Hours Monday - Friday ( typically 8am - 4pm)

Open Until Filled Yes

Diversity Statement

PennWest University’s Office of Community, Opportunity, Responsibility, and Engagement ( CORE ) provides strategic leadership in fostering a campus environment grounded in dignity, belonging, and opportunity for all students, faculty, and staff. Through comprehensive programs and collaborative partnerships, CORE advances student success, cultivates academic and leadership development, and strengthens community engagement in alignment with the university’s mission.

ADA Statement

To request reasonable accommodation to participate in the job application or interview process, contact Amy Salsgiver, ADA Coordinator, [e-mail] ; 814-393-2109. Pennsylvania Western University complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities.

EEO Statement

Pennsylvania Western University of Pennsylvania is committed to providing equal access to all individuals and prohibiting any form of discrimination and harassment on the basis of race, color, religion, national origin, ancestry, sex, age, marital status, familial status, sexual orientation, gender identity and expression, pregnancy, genetic information, disability, status as a veteran, or any other characteristic prohibited under Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, and other pertinent state and federal laws and regulations. Direct inquiries to the Title IX Coordinator, 423 Becht Hall Clarion Campus 16214-1232; email [e-mail] or phone [phone]. Inquiries may also be directed to the Director of the Office for Civil Rights, Department of Education, 330 Independence Avenue, SW, Washington, DC 20201.

Supplemental Questions

PennWest California, 250 University Avenue, California, PA 15419