Medical Records/Transportation Specialist

Oakwood Rehab and Nursing Center; Oakwood (IL); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive wages

401(k) with employer match

Growth and development opportunities

Resident-centered culture

Job summary

Oakwood Rehab and Nursing Center is seeking an Electronic Medical Records Specialist to ensure accurate, complete, and secure resident records. You will coordinate appointment scheduling, arrange transportation, and manage transfer of physical records with external offices and legal entities.

Your attention to detail and knowledge of HIPAA will support compliance with federal, state, and facility standards while delivering high-quality resident care.

Qualifications

• High school diploma or equivalent; an Associate’s degree in Health Information is preferred.
• Experience in medical records or health information management, ideally in long-term care.
• Familiarity with HIPAA and privacy regulations.
• Excellent organizational skills and meticulous attention to detail.
• Proficiency with EMR systems and Microsoft Office.

Responsibilities

• Maintain and update resident charts in the EMR system.
• Scan paper documents and organize records for retrieval.
• Track physician signatures and Medicare certifications.
• Release PHI per regulations and facility policy.
• Safeguard records against loss or unauthorized access.
• Assist residents with chart reviews per guidelines.
• Process external medical record requests with Legal and Billing.
• Collaborate with Billing to supply documentation for reimbursement.
• Coordinate resident medical appointments and reminders.
• Arrange transportation for off-site appointments.
• Coordinate transportation and courier services for record transfers.
• Perform additional duties to support the health information team.

Skills

EMR systems proficiency

Microsoft Office

HIPAA compliance

Organizational skills

Attention to detail

Education

High school diploma or equivalent

Associate’s degree in Health Information

Tools

EMR software

Job description

Join our friendly, caring, and supportive team as we continue to grow! We’re looking for an Electronic Medical Records Specialist who is eager to advance their career with the tools and encouragement needed to succeed.

Why You’ll Love Working With Us

• Competitive wages and comprehensive benefits package

• 401(k) plan with employer match

• Clear paths for internal growth and professional development

• A collaborative, resident-centered culture

Position Overview

As an Electronic Medical Records Specialist, you will ensure that our residents’ medical records are accurate, complete, and secure. You will also coordinate both the scheduling of resident appointments and arrange their transportation, as well as manage the safe transfer of physical records between our facility and external offices, couriers, or legal entities. Your attention to detail and strong communication skills will help maintain compliance with all federal, state, and facility standards—and keep our residents comfortable and well cared for.

Essential Functions

• Maintain and update resident charts in the electronic medical records system

• Scan paper documents into electronic charts and organize records for easy retrieval

• Track and follow up with physicians to obtain required signatures, including Medicare certifications and re-certifications

• Release protected health information only according to regulations and facility policy

• Safeguard records against loss, damage, or unauthorized access

• Assist residents or their representatives with chart reviews, in compliance with legal and facility guidelines

• Process and track external medical record requests, coordinating with Legal and Billing as needed

• Collaborate with the Billing department to supply documentation for reimbursement

• Coordinate and schedule resident medical appointments, ensuring timely follow-up and reminders

• Arrange transportation for residents to off-site medical appointments or record transfers

• Coordinate transportation and courier services for physical record transfers to other facilities, legal offices, or audit teams

• Perform additional duties as assigned to support the health information team

Qualifications

• High school diploma or equivalent (Associate’s degree in Health Information or related field preferred)

• Previous experience in medical records or health information management, ideally in long-term care or skilled nursing

• Strong understanding of HIPAA and other privacy regulations

• Excellent organizational skills and meticulous attention to detail

• Proficiency with EMR systems and Microsoft Office Suite

• Professional demeanor and a commitment to exceptional resident care

If you’re passionate about accuracy, confidentiality, and making a difference in residents’ lives, we want to hear from you! and help us deliver the highest standard of care.