Records Specialist

Patient Financial Concepts (PF Concepts); Trenton (NJ); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Health insurance

Vision insurance

Paid time off

Paid training

Tuition reduction

Job summary

PF Concepts is seeking a dependable Records Specialist to organize and maintain Charity Care applications and supporting documents for hospital clients. The role combines records management with courier duties, including on-site filing, scanning checks, and delivering documents between facilities.

The ideal candidate will have attention to detail, reliable attendance, and the ability to work independently while adhering to HIPAA and retention policies.

Qualifications

• High school diploma or GED required.
• Basic computer skills including opening and reviewing scanned documents and using email.
• Strong attention to detail and the ability to organize and retrieve documents.
• Dependable attendance, punctuality and follow-through on assigned work.
• Ability to work on-site and use a personal vehicle for document pickups and deliveries.
• Valid driver’s license and reliable access to a personal vehicle.

Responsibilities

• Sort and file Charity Care applications and supporting documents per procedures.
• Verify that scanned documents are complete and correctly saved to records.
• Retrieve files for authorized staff and maintain organized filing system.
• Identify records for removal and securely dispose of them per retention schedules.
• Pickup, transport, and deliver documents between healthcare facilities.
• Maintain secure handling of patient documents following HIPAA and policies.
• Complete tasks within deadlines and report issues to supervisor.

Skills

Attention to detail

Dependable attendance

On-site work

Time management

Professional communication

Education

High school diploma or GED

Tools

Document scanning systems

Job description

Description

About the Role

PF Concepts is seeking a dependable, detail-oriented Records Specialist to organize and maintain Charity Care applications and supporting documents for our hospital clients.

This is a hands-on position that combines records management with courier duties. You will maintain physical files, verify that documents have been properly scanned, follow approved records retention procedures, and personally pick up and deliver documents between healthcare facilities. Success in this role requires accuracy, consistent follow-through, and the ability to complete routine assignments independently.

Key Responsibilities

• Sort and file Charity Care applications and supporting documents according to established procedures, keeping records accessible and easy to retrieve.
• Confirm that applications and supporting documents have been scanned completely, are readable, and are saved to the correct record before filing physical copies. Report missing pages, scanning errors, or other discrepancies for correction.
• Locate and provide files to authorized staff promptly while maintaining an organized filing system.
• Identify records eligible for removal and securely dispose of them only in accordance with approved retention schedules and procedures.
• Personally pick up, securely transport, and deliver applications and supporting documents between designated healthcare facilities. Follow pickup and delivery instructions and promptly communicate delays or missing items.
• Maintain secure handling and storage of patient documents during filing, retrieval, transport, and disposal. Follow HIPAA requirements and company and client policies.
• Complete filing and delivery tasks within assigned deadlines, follow through on outstanding items, and notify the supervisor when an issue requires assistance.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Vision insurance
• Paid time off
• Paid training
• Tuition reduction

Schedule:

• Monday - Friday 8:00 am - 4:30 pm
• 40 hours/week

Requirements

Required Qualifications

• High school diploma or GED.
• Basic computer skills, including opening and reviewing scanned documents, locating electronic files, entering information accurately, and using email.
• Ability to sort, organize, and retrieve documents accurately using an established filing system.
• Strong attention to detail, including the ability to identify missing pages, unreadable scans, and incorrectly filed documents.
• Ability to follow written and verbal instructions, prioritize daily assignments, and complete tasks with minimal reminders.
• Dependable attendance, punctuality, and consistent follow-through on assigned work.
• Ability to handle confidential information with discretion and communicate professionally with coworkers and hospital staff.
• Ability to work on site and use a personal vehicle for document pickups and deliveries between designated healthcare facilities.
• Valid driver’s license and reliable access to a personal vehicle with current registration and auto insurance. (Business mileage is reimbursed in accordance with company policy.)

Preferred Qualifications

• At least 1 year of experience in records management, filing, document processing, or administrative support.
• Experience handling confidential records in a healthcare or similar setting.
• Familiarity with document scanning or electronic document management systems.
• Experience with courier services or secure document delivery.