Medical Records Assistant

Automatic Data Processing, Inc.; San Jose (CA); On-site; USD 28,000 - 40,000; Full time

Job summary

The Redwoods Post Acute in San Jose, CA is seeking a Medical Records Assistant to maintain accurate, confidential resident medical records supporting clinical and administrative operations. You'll ensure proper documentation in line with facility policies, HIPAA requirements, and regulatory standards.

Responsibilities include organizing electronic and paper records, auditing for completeness, and coordinating with nursing staff to support quality care.

Qualifications

• High school diploma or equivalent required.
• Previous medical records or healthcare administrative experience preferred.
• Familiarity with HIPAA privacy and confidentiality requirements.
• Basic computer skills and experience with electronic health records preferred.
• Knowledge of medical terminology is a plus.
• Strong organizational skills and attention to detail.
• Effective communication and time-management skills.
• Ability to handle confidential information professionally and meet deadlines.
• This position works in a skilled nursing and post-acute care setting and collaborates with clinical and administrative personnel to maintain accurate resident records and support quality care.
• The Redwoods Post Acute provides equal employment opportunities in accordance with applicable federal, state, and local laws.

Responsibilities

• Maintain, organize, and update resident medical records in electronic and paper-based systems.
• Review records for missing documentation, signatures, dates, and required information.
• Follow up with appropriate staff to obtain incomplete or missing documentation.
• Assist with resident admissions, transfers, and discharges by organizing required records.
• Process medical record requests from authorized individuals and organizations.
• Scan, upload, index, retrieve, and file resident documentation.
• Assist with medical record audits, quality assurance activities, and regulatory survey preparation.
• Coordinate with nursing and administrative staff to support accurate documentation.
• Protect confidential resident information in accordance with HIPAA and facility policies.
• Maintain medical record logs and perform general clerical duties, including filing, copying, faxing, and data entry.
• Report documentation discrepancies to the appropriate personnel.
• Perform other duties as assigned.

Skills

HIPAA knowledge

Medical terminology

Organizational skills

Communication skills

Time management

Education

High school diploma or equivalent

Tools

Electronic Health Records (EHR)

Document management systems

Job description

About Us
The Redwoods Post Acute provides skilled nursing, post-acute care, and rehabilitation services, with a commitment to compassionate, quality care that supports residents’ health and well-being.

Pay:$25.00 per hour
Employment Type: Full-Time
Reports To: Medical Director
Department: Medical Records

Position Summary

The Medical Records Assistant maintains accurate, complete, organized, and confidential resident medical records. This position supports clinical and administrative operations by ensuring documentation is properly maintained in accordance with facility policies, applicable regulations, and HIPAA requirements.

Essential Duties and Responsibilities

Maintain, organize, and update resident medical records in electronic and paper-based systems.

Review records for missing documentation, signatures, dates, and required information.

Follow up with appropriate staff to obtain incomplete or missing documentation.

Assist with resident admissions, transfers, and discharges by organizing required records.

Process medical record requests from authorized individuals and organizations.

Scan, upload, index, retrieve, and file resident documentation.

Assist with medical record audits, quality assurance activities, and regulatory survey preparation.

Coordinate with nursing and administrative staff to support accurate documentation.

Protect confidential resident information in accordance with HIPAA and facility policies.

Maintain medical record logs and perform general clerical duties, including filing, copying, faxing, and data entry.

Report documentation discrepancies to the appropriate personnel.

Perform other duties as assigned.

Qualifications

High school diploma or equivalent required.

Previous medical records or healthcare administrative experience preferred.

Familiarity with HIPAA privacy and confidentiality requirements.

Basic computer skills and experience with electronic health records preferred.

Knowledge of medical terminology is a plus.

Strong organizational skills and attention to detail.

Effective communication and time-management skills.

Ability to handle confidential information professionally and meet deadlines.

This position works in a skilled nursing and post-acute care setting and collaborates with clinical and administrative personnel to maintain accurate resident records and support quality care.

The Redwoods Post Acute provides equal employment opportunities in accordance with applicable federal, state, and local laws.

This job description summarizes the primary responsibilities of the position. Duties may vary based on facility needs and applicable regulations.