Medical Records Associate

Job Title: Medical Records Associate

The Medical Records Associate plays a critical role in maintaining the accuracy, confidentiality, and accessibility of patient health information within a healthcare setting. This position ensures that medical records are properly documented, organized, and managed in compliance with legal, regulatory, and organizational standards. The associate collaborates closely with healthcare providers, administrative staff, and patients to facilitate the timely retrieval and secure handling of medical data. By managing both electronic and paper records, the role supports clinical decision-making and continuity of care. Ultimately, the Medical Records Associate contributes to the overall efficiency and quality of healthcare delivery by safeguarding vital patient information.

Minimum Qualifications:

• High school diploma or equivalent required; associate degree or certification in health information management preferred.
• Basic knowledge of medical terminology and healthcare documentation standards.
• Familiarity with electronic health record (EHR) systems and standard office software.
• Understanding of patient privacy laws, including HIPAA regulations.
• Strong organizational skills and attention to detail.

Preferred Qualifications:

• Certification as a Registered Health Information Technician (RHIT) or Certified Medical Records Technician (CMRT).
• Experience working in a healthcare environment, particularly in medical records or health information management.
• Proficiency with advanced EHR software and medical coding systems such as ICD-10 and CPT.
• Excellent communication skills to effectively interact with clinical and administrative staff.
• Ability to manage multiple priorities and work independently in a fast-paced setting.

Responsibilities:

• Accurately organize, file, and maintain patient medical records in both electronic health record (EHR) systems and physical formats.
• Review medical documents for completeness, accuracy, and compliance with healthcare regulations and organizational policies.
• Respond to requests for medical records from authorized personnel, ensuring confidentiality and adherence to HIPAA guidelines.
• Assist in the coding and indexing of medical records to facilitate efficient retrieval and reporting.
• Collaborate with healthcare providers and administrative teams to resolve discrepancies or incomplete documentation.
• Support audits and quality assurance activities related to medical records management.
• Maintain up-to-date knowledge of healthcare regulations and best practices related to medical records and patient privacy.
• Patient medical records requests- obtaining an actual request from the patient and sending the records to whom they request them to
• Legal medical records requests- create a superbill in Aprima and mail it out to the law firm. Once the payment is received then the records will be sent out.
• Doctor's offices calling for records- Fax, email or mail the records out
• Insurance medical records requests- Work with the billing department to either schedule a record review, mail out records after discussing with Mary, Roe or Arlene what can be sent out.
• Maintaining an excel spreadsheet of all requests
• Back up to medical transcription
• Access to patient portal (all portal calls and emails) helping patients reset their password or new users.
• Help answer calls
• Posting checks/credit card payments
• Swift-pay (billing) pulling op reports/consult notes for Arlene and Kim W. for Drs and PA
• Pulling out OP reports and Progress notes from (St. Barnabas-Overlook- Morristown)
• Scanning reports from Hospital
• Checking all emails for our main # and scanning in our system.
• Taking billings calls for payments (patients)
• Calling Hospitals (checking to see if patient had insurance for DOS) and obtaining insurance information.
• Printing out statements
• Assist with collections

Skills:

The Medical Records Associate utilizes strong organizational and analytical skills daily to ensure that patient records are accurate, complete, and easily accessible. Proficiency with electronic health record systems enables efficient data entry, retrieval, and management of medical information. Knowledge of medical terminology and coding supports the correct classification and indexing of records, which is essential for billing and clinical use. Attention to detail and understanding of privacy regulations ensure that sensitive patient information is handled securely and compl iantly. Effective communication skills facilitate collaboration with healthcare providers and administrative personnel to resolve documentation issues and support quality patient care.

Benefits:

• Excellent work/life balance
• Medical (100% paid by the group for Employee Only coverage with the Cigna Bronze plan).
• Dental three plans to choose from Delta Dental and Cigna.
• Vision two plans to choose from Delta VSP.
• Health Savings Account and Flexible Spending Accounts (Healthcare, Dependent Care, Transit and Parking) through Upswing.
• Life Insurance $25,000 Paid by the group with the option to enroll in additional Voluntary Life Insurance coverage.
• Short-Term Disability and Long-Term Disability through New York Life with the option to enroll in additional voluntary coverage.
• Ancillary optional benefits Accident, Critical Illness and Hospital Indemnity through New York Life.
• Paid Time Off
• Holiday Pay
• Paid Jury Duty 1 day of full pay.
• Employee Assistance Programs through RWJBH and Cigna.
• 401k Employer Contributions upon eligibility, group contributes 3%
• Working Advantage and Life Mart Employee Discounts.
• Holiday Party, Employee Appreciation Days, Ice Cream Socials, various Fundraisers and Contests (receive prizes!) Lots of employee engagement.