Records Assistant

Columbia Community Mental Health; Saint Helens (OR); On-site; USD 26,000 - 35,000; Part time

Benefits offered by this job

Paid time off

Holidays

Medical & dental coverage

Vision coverage

403(b) retirement

FSA

Life insurance

EAP

Job summary

Columbia Community Mental Health is seeking a Records Assistant in St. Helens, OR. This 6–12 month, 16‑hour weekly position within Compliance supports scanning, filing, organizing, and tracking client documentation.

The role emphasizes maintaining confidential medical records, assisting with audits, and coordinating with multiple departments to resolve missing or incomplete records. Prior experience in healthcare settings and with OCHIN Epic is preferred.

Qualifications

• High school diploma or GED required; additional education or certification in medical records, health information management, or healthcare administration preferred but not required.
• Previous administrative, clerical, data entry, or document management experience preferred.
• Healthcare/medical office experience preferred.
• Experience with electronic health record systems such as OCHIN Epic preferred.
• Previous scanning, filing, or medical records experience is beneficial.

Responsibilities

• Scan, file, organize, and track client documentation in electronic medical records.
• Assist with record audits and identify missing or incomplete documentation.
• Maintain complete, organized electronic medical records and ensure confidentiality per HIPAA and agency requirements.
• Notify appropriate departments of missing or mis filed documents and help reduce backlogs.
• Maintain filing systems, scanning logs, and documentation tracking tools; coordinate with other departments to obtain missing records.
• Respond to internal records requests promptly and report potential discrepancies to supervisors.

Skills

Data entry

Administrative experience

Medical records knowledge

HIPAA awareness

Education

High school diploma or GED

Medical records certification (preferred)

Tools

OCHIN Epic

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Records Assistant

St. Helens, OR, US

2 days ago Requisition ID: 1914

Salary Range: $18.52 To $25.61 Hourly

Columbia Community Mental Health is a nonprofit agency and Certified Community Behavioral Health Clinic that provides services to individuals with mental, addiction and developmental disabilities.

We uphold our values in authenticity and commitment to quality care. Members of our CCMH team have a daily opportunity to make a positive impact.

Position: Records Assistant

Department: Compliance

Shift: This is 6–12-month temporary position, 16 hours a week. Individual schedules can be determined with supervisor and within business needs/hours. In general, our agency provides services Mon‑Fri from 8:00am to 5:00pm.

Salary Range: $18.52 to $25.61 /per hour. There are 15 steps on our salary scale. We use a bona fide factor system to determine starting wage (years of experience, education, credentials, and specialty skills that relate to the job requirements).
Benefits: CCMH provides a generous comprehensive benefits program to employees and family members, including qualified domestic partners.

• Generous Paid Time Off Package. (Full‑time employees can earn 22 days of vacation, 9 days of sick time by the end of the first year). Accrual increases with length of service.
• CCMH recognizes 11 holidays plus a Floater Holiday
• Medical and Dental Coverage (begins 1st of the month following hire date)
• VSP Vision Coverage (begins 1st of the month following hire date)
• 403(B) Retirement Savings (Pre- and post-tax plans with matching contribution)
• Flexible Spending Account (FSA) (Medical, dependent care, and transportation options)
• Long‑Term Disability, and Life Insurance
• Paid Bereavement and Jury Duty Leave
• Length of Service Award, Outstanding Employee of the Department Annual Award
• Voluntary Life Insurance
• Student Loan Forgiveness Program (PSLF), NHSC Loan Repayment Program
• Employee Assistance Program’s (EAP)
• Trauma Support Team – Monthly Loss Processing Group led by our Licensed Clinical Directors as needed

Position Requirements:

High school diploma or GED required. Additional education or certification in medical records, health information management, or healthcare administration preferred but not required. Previous administrative, clerical, data entry, or document management experience preferred. Experience in a healthcare or medical office setting is preferred. Experience with electronic health record systems such as OCHIN Epic preferred. Previous scanning, filing, or medical records experience is beneficial.

Summary: Provides administrative support for medical records by scanning, filing, organizing, and tracking client documentation. Assists with record audits, identifies missing or incomplete documentation, and helps ensure records are accurate, accessible, and maintained in accordance with confidentiality, HIPAA, 42 CFR, and agency requirements.

• Maintain complete, organized, and accessible electronic medical records. Review documents for completeness, legibility, and appropriate identification before scanning. Maintain an organized workflow to prevent backlogs in medical record processing.
• Ensure documents are filed promptly and accurately. Identify missing, incomplete, or incorrectly filed documents and notify the appropriate department. Assist with reducing outstanding scanning and documentation backlogs.
• Assist with medical record audits using facility‑established checklists and procedures. Verify that required documents are present in charts. Maintain tracking logs for missing documentation and outstanding records. Report documentation discrepancies to the Medical Records Coordinator, or designated supervisor.
• Maintain filing systems, scanning logs, and documentation tracking tools. Communicate with medical records, admissions, and other departments to obtain missing records. Assist with retrieving medical records for authorized staff and approved requests. Support the Medical Records department with additional clerical responsibilities as assigned. Prioritize scanning, auditing, and documentation tasks according to department needs.
• Maintain strict confidentiality of client medical information in accordance with HIPAA and applicable privacy laws. Follow facility policies regarding the handling, storage, transmission, and disposal of confidential records. Access client information only as necessary to perform assigned job duties.
• Respond to internal records request in a timely manner.
• Immediately report potential documentation errors, privacy concerns, or compliance issues to the appropriate supervisor. Maintain professional standards when communicating with clients, families, staff, and outside providers.
• Other duties as assigned.

Commitment to Diversity, Equity and Inclusion: CCMH strives to address, explore, educate, learn about, and respond to the diversity of the human experience. We create an inclusive, equitable, culturally competent, and supportive environment where employees model behavior that enriches our community. We call our colleagues forward to take conscious and deliberate action to dismantle all systems of oppression by fostering an anti‑racist, gender affirming, class conscious, disability aware environment where the innate humanity of others is recognized and celebrated.

Working conditions: This position operates in a medical/office environment which includes working with and operating phones, computers, fax machines, copiers, and other office equipment.

PHYSICAL REQUIREMENTS:

• Ability to sit for extended periods while working at a computer workstation.
• Frequent use of hands and fingers for keyboarding, scanning, filing, and handling documents.
• Ability to occasionally lift and carry files, records, and office supplies up to 20 pounds.
• Ability to bend, reach, stoop, and retrieve files from storage areas.
• Visual ability sufficient to review documents for completeness and accuracy.

Columbia Community Mental Health is an Equal Opportunity Employer, committed to building a culturally diverse workplace. As such, all qualified applicants are encouraged to apply and all will receive equal consideration without regard to race, color, religion, gender, national origin, age, veteran/reserve/national guard, disability, or any other similarly protected status.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Applicants must be 18 years of age older.

Employment is contingent upon a passing a Criminal Background check.