Records Clerk/ADT Assistant 2026-02336

Wyoming Life Resource Center; Lander (WY); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Job summary

Wyoming Life Resource Center is seeking an ADT/Records Assistant to support the Medical Records department. You will manage electronic and paper records, verify documentation accuracy, and assist with admissions, discharges, and information release while ensuring HIPAA compliance.

The role requires an Associate’s degree in Records/Data Management and strong attention to detail, confidentiality, and teamwork. This on-site position supports resident transitions and regulatory requirements.

Qualifications

• Knowledge of medical records practices and HIPAA requirements.
• Ability to review, organize, scan, index, and retrieve resident information in EHR.
• Coordinate with residents, teams, and outside entities for admissions/discharge.
• Maintain confidentiality and follow policies with minimal supervision.

Responsibilities

• Facilitate intake by indexing clinical docs into the EHR and ensure regulatory compliance.
• Verify accuracy and completeness of scanned admission documentation with the team.
• Maintain electronic and hardcopy records to support continuity of care.
• Assist with pre-admission inquiries and discharge coordination.
• Release of information requests for PHI with HIPAA adherence.
• Perform chart audits and report findings for process improvements.

Skills

HIPAA compliance

EHR systems

Records indexing

Confidentiality

Communication

Documentation accuracy

Education

Associate's Degree in Records/Data Management

Tools

EHR software

Document scanning

Spreadsheets

Word processing

Google Suite

Email

PDF software

Job description

At the **Wyoming Life Resource Center (WLRC)**, we help people with disabilities live full, happy lives. We are looking for a highly organized, friendly professional to join us as an **ADT/Records Assistant**.

This position assists the Medical Records department with maintaining electronic and paper medical records and processes and maintains a variety of information and data. You will provide records management and Admission, Discharge, and Transfer (ADT) support to facilitate accurate and efficient resident admission, transitions, and health information management at the Wyoming Life Resource Center. Maintain accurate, complete, and confidential resident medical and legal records through document review, electronic health record (EHR) indexing, record maintenance, release of information, and required hardcopy record management. Assist the ADT coordinator with pre-admission inquiries and documentation review, admission paperwork and assessments, coordination with residents, representatives, interdisciplinary teams, and outside entities, and discharge planning activities. You will support continuity of care and regulatory compliance by identifying and resolving documentation discrepancies, coordinating the flow of information throughout the admission and discharge processes, and ensuring resident information is maintained and disclosed in accordance with HIPAA, federal and state requirements, and agency policies.

Essential Functions

• Facilitate the intake of new resident information by managing the accurate review and indexing of clinical documentation into the electronic health record (EHR) system, ensuring all admission records meet regulatory and HIPAA requirements.

• Verify the accuracy, legibility, and completeness of scanned admission documentation prior to upload, coordinating with interdisciplinary team members and external entities to resolve documentation gaps immediately.
• Maintain both electronic and hardcopy records to support the continuity of care throughout the admission process, ensuring seamless data integrity for clinical and administrative review.

• Assist the ADT Coordinator as requested in fielding inquiry calls and monitor online requests from the Wyoming State Hospital and community facilities regarding placement at WLRC.
• Review pre-admission documentation to ensure people fit the criteria for WLRC admission.
• Collaborate with new residents and resident representatives on completing new admit documents and appropriate assessments (e.g., LT101, PASRRI and II).
• Ensure the integrity of the admissions process by maintaining accurate resident electronic health records and legal files, proactively identifying discrepancies in incoming intake documentation.

• Collaborate with interdisciplinary team members and clinical contributors to resolve documentation gaps or inconsistencies during the admission phase, ensuring complete and reliable resident data.
• Perform essential clerical updates to resident profiles, including demographic and identifier verification, to support accurate admissions processing and continuity of care.
• Manage the secure release of protected health information (PHI) to support effective admission and discharge transitions. Process information requests from agencies, providers, and authorized entities, ensuring strict adherence to HIPAA and agency policy. Verifies authorization for all disclosures, maintaining meticulous records of released information to support the integrity and compliance of the admissions workflow.
• Assist the ADT C ordinator as requested in working with the interdisciplinary team to identify appropriate discharge criteria and community support for residents at the WLRC.
• Participate and compose notes at planning meetings.
• Coordinate all appropriate discharge procedures with residents, guardians, resident representatives, interdisciplinary teams and outside agencies to ensure all plans and documentation are in place at the time of discharge for these individuals.

• Schedule discharge planning meetings, potential provider visits, and post-discharge support.
• Coordinate with all entities to ensure a well-curated discharge plan is in place.
• Provide admissions-related support to staff and visitors by responding to inquiries regarding resident intake, locating requested records, and coordinating documentation flow to ensure compliance with privacy and agency protocols.
• Provide administrative support for the admissions and records process, including handling inquiries, managing communications, and generating reports.
• Coordinate with departments to ensure efficient intake documentation flow and assist staff with electronic health record system navigation.
• Work with the ADT Coordinator in managing admissions-related forms to support accurate resident intake and documentation efficiency.
• Performs regular chart audits to ensure admissions compliance and data integrity, identifying and reporting findings to the supervisor to support continuous improvement in the admissions process.
• Other duties as assigned.

Qualifications

Knowledge

• Knowledge of medical records practices, health information management, HIPAA and confidentiality requirements, and basic admission, discharge, and transfer processes.
• Ability to accurately review, organize, scan, index, maintain, and retrieve resident information within an electronic health record (EHR) system and identify incomplete or inconsistent documentation.
• Ability to assist with admission and discharge documentation and coordinate with residents, resident representatives, interdisciplinary teams, healthcare providers, and outside agencies.
• Demonstrated ability to communicate effectively, maintain confidentiality, follow established policies and procedures, and recognize issues requiring escalation.
• Proficiency with computers, EHR systems, document scanning, spreadsheets, word processing, google suites, email, and PDF software.
• Ability to work with minimal supervision, manage competing priorities, meet established timelines, and demonstrate accuracy, organization, problem-solving, adaptability, and attention to detail.
• Ability to work effectively in a facility environment that includes interaction with residents who may display aggressive or challenging behaviors.

Education

MINIMUM QUALIFICATIONS: Associate's Degree (typically in Records or Data Management)

Experience

0-1 year of progressive work experience (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management Technician
**OR**

Education & Experience Substitution

2-4 years of progressive work experience (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management Technician

Certificates, Licenses, Registrations

None

Necessary Special Requirements

Physical Working Conditions

• Requires the ability to sit, walk, stand, bend, kneel, push, pull and lift in order to manage files and inventory of medical records.
• Must be able to interact with and perform work duties in the presence of facility residents, including those who have aggressive and challenging behaviors. This may require the ability to use Mandt techniques and de-escalation skills.

Notes

• FLSA: Non-exempt
• The Wyoming Life Resour