Medical Records Representative

Associated Eye Care; Stillwater (MN); On-site; USD 28,000 - 33,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Employer matched 401(k) plan

Flex spending accounts (medical and DC

Health Savings Account

PTO – Accrual begins on Date of Hire

Floating Holiday Day

Annual Scrubs allowance for clinic

Free annual eye exams

Job summary

Associated Eye Care is seeking a flexible HIM Representative to deliver exceptional service to internal and external customers and to support patients with professionalism, privacy, and HIPAA compliance.

The role includes handling incoming and outgoing consults, data entry, EMR documentation, scheduling, and portal support. A high school diploma is required, with healthcare experience and EMR familiarity preferred; a comprehensive benefits package is offered.

Qualifications

• High School Diploma or equivalent is required.
• Healthcare experience preferred.
• Experience with Electronic Medical Records is preferred.

Responsibilities

• Incoming Consults: pre-registration, data entry, and documenting patient interactions in the EMR.
• Handle outgoing consults: referrals, follow-ups, and ensure post-appointment documentation is received.
• Scheduling maintenance: update provider schedules 13 months in advance and track unfilled slots.
• Portal support: enroll/un-enroll patients, respond to portal messages, and provide technical support.

Skills

Data entry

Customer service

Scheduling

Phone support

Education

High School Diploma or equivalent

Tools

EMR system

Job description

Position SummaryThis role requires a flexible, forward‑thinking individual who can adapt to a continually evolving work environment and work effectively with team members. The position is centered on delivering exceptional service to both internal and external customers while supporting patients with professionalism and care. A strong commitment to protecting patient privacy and maintaining HIPAA compliance is essential. The role also requires a willingness to take on additional responsibilities as needed to support the organization’s ongoing growth and operational needs.Expected compensation between $19.97 - $23.97/hour. Compensation will be determined based on relevant experience and skills.HIM Representative Essential FunctionsIncoming Consults: Utilizes the established process including pre-registration for all new incoming referrals. Processes Including but not limited to the following.Data entry of demographicsClearly and concisely document every patient interaction in our EMR system.Take electronic messages and convey information to respective medical care provider teams.Provide excellent customer service in all interactions with internal and external customersRespond to patient inquiries both over the phone and electronically.Complete other daily functions including but not limited to listening and returning voicemail messages, or electronic messages, working daily reports and tasks.Outgoing Consults: Completes transition‑of‑care paperwork, and sends referrals to outside providers/facilities. Follows up to confirm the referral has been scheduled and ensures all post‑appointment documentation is received from the external provider.Prepares and scans medical records into electronic format utilizing established processes.Scheduling Admin maintenance, including but not limited to adding provider schedules 13 months in advance following established processes. Tracks appointment slot counts for quarterly reporting and converts unfilled slots according to clinic operations guidelines. Implements approved template changes and records all updates in the spreadsheet used by the contact center.Supports Patient Portal: Enroll and un‑enroll patients, respond to portal communications, and provide technical support over the phone. Update patient demographics and process any submitted information, including forms, as part of portal support activities.Compiles processes and maintains patent’s health information in a manner consistent with medical, administrative, ethical, legal, and regulatory requirements of the practice in a timely manner.Other Essential FunctionsMust be available to work outside of regular working hours on occasion and able to travel to other AEC offices as needed.Must present self at the workstation, ready for work, at the scheduled time.Participates in department and company meetings, as requested.Performs other duties as assigned..Education & LicensingHigh School Diploma, or equivalent, required.ExperienceHealth care industry experience and experience with Electronic Medical Records is preferred.Comprehensive Benefits PackageHealth insuranceDental insuranceEmployer paid life and accidental death and dismemberment benefitEmployee assistance program (EAP) benefitCompany matched 401(k) planFlex spending accounts (medical and dependent care)Health Savings AccountVoluntary Benefits and Life Insurance CoveragePTO – Accrual begins on Date of HireFloating Holiday DayAnnual Scrubs allowance for clinic employeesFree annual eye exams for you and your immediate familySignificant discounts on our services and products for employee and immediate family membersJob Type: Full-timeAssociated Eye Care is an Equal Opportunity/Affirmative Action Employer