Medical Records Assistant

Western Slope Health Center; Placerville (CA); On-site; USD 57,308,000 - 65,904,000; Full time

Benefits offered by this job

Competitive pay

Full-time

Insurance package

PTO & holidays

Retirement plan

Training & development

Leadership support

Career growth

Senior care

Job summary

Western Slope Healthcare Center in Placerville, CA is seeking a detail-oriented Medical Records Assistant to support our health information management processes. You'll maintain resident medical records, ensure accuracy, confidentiality, and regulatory compliance, and collaborate with an interdisciplinary team.

The role involves file upkeep, chart audits, admissions/discharges, and handling requests for records from physicians, insurers, and agencies.

Qualifications

• High School Diploma or GED required.
• Type at least 45 words per minute.
• Strong computer skills with electronic data entry.
• Excellent organizational skills and attention to detail.
• Strong communication and customer service skills.
• Ability to maintain confidentiality and work with sensitive information.

Responsibilities

• Maintain resident medical records in accordance with federal, state, HIPAA, and facility regulations.
• Assemble, organize, audit, and file resident charts for completeness and accuracy.
• File physicians' documentation, assessments, laboratory reports, and other clinical documentation.
• Retrieve and distribute resident medical records to authorized personnel.
• Process admissions, discharges, and maintain required medical record registries.
• Monitor incomplete charts and follow up with departments for corrections.
• Assist with indexing, coding, and organizing medical records.
• Maintain documentation regarding authorized release of medical information.
• Process requests for medical records from physicians, insurance companies, Medicare, Medicaid, VA, and other authorized agencies.
• Ensure confidential records remain secure and are released only according to facility policy.
• Assist with organizing and maintaining the Medical Records Department.
• Prepare meeting minutes and maintain departmental documentation.
• Answer telephone inquiries regarding medical records.
• Prepare reports and correspondence as requested.
• Support the MDS Coordinator by assisting with assessment scheduling.
• Enter and retrieve resident demographic information using the electronic health record system.
• Perform committee support and secretarial duties as assigned.
• Protect resident privacy and maintain strict HIPAA compliance.
• Safeguard confidential employee and resident information.
• Report suspected privacy violations or unauthorized system access immediately.
• Participate in facility surveys and regulatory inspections.
• Assist with audits to ensure documentation accuracy and regulatory compliance.
• Build positive working relationships with nursing, therapy, admissions, business office, and interdisciplinary staff.
• Participate in mandatory in-services and continuing education.
• Assist with additional administrative duties as assigned.

Skills

Typing 45 wpm

Computer skills

Organization

Communication

Confidentiality

Education

High School Diploma or GED

Tools

EMR systems

Job description

Medical Records Assistant

Western Slope Healthcare Center - Placerville, CA

Full-Time

Monday - Friday 8:30 am - 5:00 pm

Pay: $20.00-$23.00 per hour

Join Our Team!

Western Slope Healthcare Center is seeking an organized, detail-oriented Medical Records Assistant to join our team! If you enjoy working behind the scenes to support exceptional resident care while ensuring accuracy, confidentiality, and regulatory compliance, we'd love to hear from you.

In this role, you'll be responsible for maintaining resident medical records, supporting health information management processes, assisting with medical record compliance, and collaborating with our interdisciplinary team to ensure accurate and timely documentation.

This is an excellent opportunity for someone who enjoys administrative work in a healthcare environment and wants to make a meaningful impact every day.

What You'll Do

Medical Records & Health Information

• Maintain resident medical records in accordance with federal, state, HIPAA, and facility regulations.
• Assemble, organize, audit, and file resident charts for completeness and accuracy.
• File nurses' notes, physician documentation, assessments, laboratory reports, diagnostic results, and other clinical documentation.
• Retrieve and distribute resident medical records to authorized personnel.
• Process admissions, discharges, and maintain required medical record registries.
• Monitor incomplete charts and follow up with departments for corrections.
• Assist with indexing, coding, and organizing medical records.
• Maintain documentation regarding authorized release of medical information.
• Process requests for medical records from physicians, insurance companies, Medicare, Medicaid, VA, and other authorized agencies.
• Ensure confidential records remain secure and are released only according to facility policy.

Administrative Support

• Assist with organizing and maintaining the Medical Records Department.
• Prepare meeting minutes and maintain departmental documentation.
• Answer telephone inquiries regarding medical records.
• Prepare reports and correspondence as requested.
• Support the MDS Coordinator by assisting with assessment scheduling.
• Enter and retrieve resident demographic information using the electronic health record system.
• Perform committee support and secretarial duties as assigned.

Compliance & Confidentiality

• Protect resident privacy and maintain strict HIPAA compliance.
• Safeguard confidential employee and resident information.
• Report suspected privacy violations or unauthorized system access immediately.
• Participate in facility surveys and regulatory inspections.
• Assist with audits to ensure documentation accuracy and regulatory compliance.

Teamwork

• Build positive working relationships with nursing, therapy, admissions, business office, and interdisciplinary staff.
• Participate in mandatory in-services and continuing education.
• Assist with additional administrative duties as assigned.

Qualifications

Required

• High School Diploma or GED.
• Ability to type a minimum of 45 words per minute .
• Strong computer skills with experience entering and retrieving electronic data.
• Excellent organizational skills and attention to detail.
• Strong communication and customer service skills.
• Ability to maintain confidentiality and work with sensitive information.

Preferred

• Previous experience in Medical Records, Health Information Management, or healthcare administration.
• Working knowledge of medical terminology, anatomy, physiology, medical coding, and health information management.
• Experience in a skilled nursing facility, rehabilitation center, or healthcare setting.
• Experience using electronic medical record systems.

We're Looking For Someone Who Is

• Highly organized and dependable.
• Detail-oriented and accurate.
• Professional, respectful, and compassionate.
• Able to prioritize multiple tasks in a fast-paced environment.
• A team player with excellent interpersonal skills.
• Committed to protecting resident privacy and maintaining compliance.

Physical Requirements

• Ability to move throughout the facility during the workday.
• Ability to occasionally lift, push, pull, or carry up to 25 pounds.
• Ability to use standard office equipment and computer systems.
• Ability to respond during emergency situations as needed.

Why Join Western Slope Healthcare Center?

• Competitive pay: $20.00-$23.00 per hour
• Full-time, stable employment
• Comprehensive Medical, Dental, Vision, and Life Insurance
• Paid Time Off (PTO) and paid holidays
• Retirement savings plan
• Ongoing training and professional development
• Supportive leadership team
• Opportunities for career growth within our organization
• Rewarding work serving seniors in our community

Equal Employment Opportunity Statement

Western Slope Healthcare Center is an Equal Opportunity Employer and is committed to creating a diverse and inclusive workplace. We provide equal employment opportunities to all applicants and employees regardless of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, sexual orientation, marital status, registered domestic partner status, age, national origin, ancestry, citizenship, physical or mental disability, medical condition, genetic information, military or veteran status, reproductive health decision-making, or any other characteristic protected by applicable federal, state, or local law. Reasonable accommodations are available for qualified individuals with disabilities throughout the hiring process.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other legally protected status.