Medical Records Specialist - Onsite (HIPAA)

Astrana Health, Inc.; Alhambra (CA); On-site; USD 28,000 - 33,000; Full time

Job summary

Astrana Health, Inc. is seeking a detail-oriented Medical Records Technician to support accurate management of patient records at our Alhambra clinic. This onsite, full-time role will coordinate retrieval of records from outside providers, track requests, and ensure complete, organized files for care teams.

You will verify patient identification, privacy compliance with HIPAA, and proper release forms while maintaining timely access to records within the electronic medical record system.

Qualifications

• High school diploma or equivalent required.
• At least 1 year of medical office, referral coordination, or healthcare administrative experience preferred.

Responsibilities

• Retrieve and coordinate medical records from outside providers, hospitals, specialists, laboratories, imaging centers, and other healthcare facilities as requested by providers or clinic staff.
• Submit and follow up on requests for prior records, referral records, consultation notes, hospital records, discharge summaries, lab results, imaging reports, and other clinical documentation.
• Track the status of pending records requests, document follow-up efforts, and elevate delayed or incomplete requests to the appropriate supervisor or department when needed.
• Review incoming records for accuracy, completeness, correct patient identification, and relevance before uploading or routing them for provider review.
• Maintain accurate and complete patient medical records in the electronic medical record system, ensuring information is scanned, indexed, labeled, and updated in a timely manner.
• Process incoming and outgoing records through fax, mail, electronic portals, secure email, and other approved communication methods according to clinic procedures.
• Verify that proper release of information forms, authorizations, and patient consent documents are completed before requesting or releasing protected health information.
• Maintain patient confidentiality and comply with HIPAA, clinic privacy policies, and applicable state and federal regulations when retrieving, receiving, or disclosing records.
• Communicate professionally with outside offices, patients, providers, clinical staff, and administrative teams regarding record requests, missing documentation, and retrieval timelines.
• Route retrieved records to the appropriate provider, department, or staff member for review, follow-up, referral processing, care coordination, or chart completion.
• Support chart preparation, documentation audits, quality checks, and record reconciliation to ensure needed records are available before appointments, referrals, or clinical review.
• Demonstrate strong attention to detail, organization, follow-through, teamwork, and professionalism; perform additional duties assigned by the supervisor, clinic operations manager, or provider.

Education

High school diploma or equivalent

Job description

Astrana Health, Inc. is seeking a detail-oriented Medical Records Technician to support accurate management of patient records at our Alhambra clinic. This onsite, full-time role will coordinate retrieval of records from outside providers, track requests, and ensure complete, organized files for care teams.

You will verify patient identification, privacy compliance with HIPAA, and proper release forms while maintaining timely access to records within the electronic medical record system.