Optage Medical Records Specialist

Presbyterian Homes & Services; Roseville (MN); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

Health, dental with HSA & FSA

Employer contribution to HSA

Life insurance (AD&D)

Retirement with employer match

Paid time off

Vision insurance

Long-term disability

Education assistance

Same-day pay

Employee assistance program

Job summary

Presbyterian Homes & Services seeks an Optage Services Coordinator to support Home Care and Hospice teams with care coordination, intake, medical records, and office tasks. You will collaborate with the Provider Relations function to enhance service delivery in a caring Christian environment.

The role emphasizes attention to documentation accuracy, HIPAA compliance, and interdepartmental communication, with opportunities for professional growth within Optage services.

Qualifications

• High school diploma or equivalent.
• Minimum one year experience in home health, hospice, senior housing, or health care-related environment preferred.
• Must understand basic medical/clinical terminology and reimbursement.
• Strong communication, problem-solving skills, and customer experience focus.
• Able to work independently and multi-task with minimal supervision.

Responsibilities

• Collect, review, and maintain client records in compliance with HIPAA and health regulations.
• Scan, index, and file documentation in the EMR system.
• Ensure timely completion of charts including orders and care plans.
• Perform audits of client records for accuracy and compliance.
• Enter and update client data and generate reports on metrics and audits.
• Serve as liaison between clinical teams, billing, and administration.

Skills

Communication

Problem solving

Customer focus

Independent multitasking

Team player

Microsoft Office

English literacy

Education

High school diploma or equivalent

Tools

EMR systems

Microsoft Office

Job description

Overview

Optage, a division of Presbyterian Homes, is seeking a medical administrative professional to join its Home Office team as the Optage Services Coordinator to support both Home Care and Hospice frontline workers with Coordination of care services, intake services, medical records and office support. This position also will work alongside our Provider Relations Represntative in key functions and initivatives.

Consider joining ourteam in providing compassionate and high quality care and services within a caring Christian environment. EOE/AA

Responsibilities

The Medical Records Specialist is responsible for managing, organizing, and maintaining client records. This position will ensure all documentation meets federal and state regulations, upholds confidentiality standards, and supports the agency’s clinical and administrative teams.

Clinical Documentation:

• Collect, review, and maintain client records (electronic and paper) in compliance with HIPAA and the Department of Health regulations.
• Scan, index, and file documentation accurately in the electronic medical records (EMR) system.
• Ensure timely completion of charts, including physician’s orders, face-to-face requirements, care plans, and otherrelevant documentation.

Quality Assurance & Compliance:

• Perform regular audits of client records to ensure accuracy, completeness, and compliance with federal and stateguidelines.
• Monitor record retention schedules, ensuring documents are archived or disposed of according to policy.
• Collaborate with employees to rectify incomplete or missing information in client files.

Data Entry & Reporting:

• Enter and update client data, ensuring high accuracy and proper coding for billing and reporting. Generate reports on record-keeping metrics, compliance audits, and other documentation-related activities as needed.

Collaboration & Communication:

• Act as the primary liaison between clinical teams, billing, and administration to facilitate smooth information flow.
• Respond promptly to requests for client records from authorized individuals and coordinate the release ofinformation following HIPAA guidelines.
• Provide training and support to employees on documentation standards and EMR usage.

Qualifications

• High school diploma or equivalent.
• Minimum of one year experience in home health, hospice, senior housing, or health care-related environmentpreferred.
• Must understand basic medical/clinical terminology and reimbursement.
• Must have strong communication, problem-solving skills, and customer experience focus.
• Must be able to work independently and multi-task with minimal supervision.
• Must be a team player, willing to take directions and accept responsibility for specified objectives.
• Demonstrated computer proficiency including Microsoft Office and other computer programs.
• Demonstrated compatibility with PHS's mission and operating philosophies.
• Demonstrated ability to read, write, speak and understand the English language to communicate with allcustomers.

Additional Preferred Qualifications:

• Clinical or healthcare background preferred, including experience as a Registered Nurse (RN), Licensed Practical Nurse (LPN), or Health Unit Coordinator (HUC).
• Experience working with clinical documentation, electronic medical records (EMR), and interdisciplinary healthcare teams.
• Familiarity with Home Health, Hospice, or post-acute care clinical workflows and regulatory requirements is highly desirable.

Pay Range

The estimated starting pay range for this role is $20.22 - $24.92 per hour. This good faith estimate is based upon PHS’s typical starting pay range for this role. Actual pay range depends upon many factors including each individual employee’s qualifications and market conditions and is subject to change.

Benefits

Full-time benefits-eligible employment begins at a minimum of 30 hours per week:

• Health, and dental, including applicable HSA & FSA
• Employer Contribution to HSA for eligible Health Plans
• Life insurance (AD&D)
• Retirement, with eligibility for an employer match
• Holiday pay and extended sick

Full and Part-time benefits-eligible employment working between 20-29 hours per week:

• Vision insurance
• Voluntary short-term & long-term disability
• Accident & hospitalization coverage
• Education assistance programs

All employees:

• Accrue PTO (Paid time off)
• Same-day pay
• Employee assistance program (EAP)
• College partnership educational discounts
• Access to Learn to Live Resources

About PHS

Presbyterian Homes & Services (PHS), based in St. Paul, Minnesota, is a nonprofit, faith-based organizationprovidinga broad array of high-quality housing choices,careand services options for older adults. Some8,000employees serve more than41,800 older adults through 60PHS-affiliated senior living communities in Minnesota,Iowaand Wisconsin, and through Optage®home and community services. PHS is also co-owner of Genevive, the largest geriatric primary care practice in Minnesota, providing comprehensive care for more than 15,500older adults. Established in 1955, PHS has earned the reputation as an innovative leader dedicated to promoting independence, purposefullivingandthe overallwell-being for those they serve. Today, PHS is one of the largest nonprofit providers of senior housing and services in the nation.

PHS is an EEO/AA employer. All applicants will receive consideration for employment regardless of their race, color, creed, religion, national origin, sex, sexual orientation, disability, age, marital status, or status with regard to public assistance.