Medical Records Assistant

Medical Records Assistant

Job Category: Administration Requisition Number: MEDIC001168

Posted: May 29, 2026

Full-Time On-site Tulsa, OK 74136, USA

Description

Essential Functions/Duties/Responsibilities:

• Monitor and ensure that resident records are established within the electronic health record (EHR).
• Conduct daily rounds to all nursing care bases to gather resident paper medical records.
• Scan paper medical records into EHR system. Conduct quality checks to ensure all scanned records are in the correct resident profile in the EHR system.
• Reply to requests for medical records from practitioner offices, healthcare providers, and long-term care insurance within the facility policy allotted time frame and ensure that requests are accurate, complete, and in compliance with federal and state regulations.
• Report requests for medical records from attorneys, health insurance, and residents to release of information vendor Datavant. Log and track reported requests in the appropriate spreadsheet.
• Maintain resident pictures in EHR system for Villa, Abbey, and Chateau locations.
• Manage and submit initial startup documents, and monthly maintenance long-term care insurance claims for residents receiving benefits. Log and track claims in the appropriate spreadsheets and bill monthly maintenance fee in the billing system.
• Schedule follow-up physician appointments for skilled residents. Communicate the appointment schedule to the resident's family. Submit necessary transportation requests for appointments through transportation software. Log and track appointments and transportation requests in appropriate spreadsheets.
• Monitor and order medical record supplies required to perform job duties.

Required Skills/Abilities/Competencies:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent sales and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and see through to completion.
• Ability to work independently and with limited supervision.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software.

Education and Experience:

High school diploma or equivalent preferred.

At least two years related experience required.

Health Information Technology Certificate preferred.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift up to 25 pounds at times.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.