Administrative Associate III - Medical Records
About The Position
Are you detail-oriented, organized, and interested in working in a self-driven clinical environment? Join the Radiology and Advanced Imaging Department at the Veterinary Medical Teaching Hospital as an Administrative Associate III . In this role, you will support imaging and medical records operations while serving as a key liaison between clinicians, staff, referring veterinarians, and clients. You will play an essential role in ensuring timely, accurate handling of diagnostic images and medical records that directly support patient care. This role offers a unique opportunity to build specialized experience in veterinary medical imaging workflows , electronic medical records , and health information management . You will collaborate closely with veterinary professionals in a mission-driven teaching hospital , playing an important role in supporting high-quality clinical care, education, and research . Your contributions will directly support an environment dedicated to learning, innovation, and exceptional patient outcomes.
Requirements
- High school diploma or an equivalent combination of education and experience.
- Three (3) years of experience in general office, clerical, or administrative work.
Nice To Haves
- Associate’s degree in Business Administration, Medical Records Management, or Health Information Technology.
- Specialized training in medical terminology.
- Experience working in a medical, veterinary, or healthcare setting.
- Three (3) years of experience in administrative support roles involving medical or sensitive records management.
- Medical Office Administration Certificate, Medical Records Certification, or Medical Records/Coding Certification.
Responsibilities
- Receive, import, and export diagnostic imaging studies to and from referring veterinarians, internal services, faculty, clients, and external facilities in accordance with departmental SOPs.
- Verify files for completeness, accuracy, and compatibility before import into PACS.
- Convert imaging files to DICOM format and ensure proper association with patient records and imaging orders.
- Perform quality checks and address basic image or metadata issues.
- Maintain accurate patient demographics and exam labeling.
- Coordinate with Medical Records, IT, clinicians, and external partners to resolve transmission issues.
- Document all image import/export activity and comply with privacy and data security standards.
- Assist with training staff and student workers as assigned.
- Forward medical records and related communications to appropriate recipients.
- Ensure documentation is complete and accurate within the EMR.
- Resolve failed deliveries and resend records as needed.
- Obtain and verify authorization forms prior to record release.
- Review, process, and attach documentation and imaging records in PACS and EMR.
- Apply and communicate policies related to imaging and records duties.
- Modify and maintain forms and records.
- Safeguard sensitive medical and client information.
- Maintain office supplies and equipment.
- Support departmental operational needs.
- Respond to phone and electronic inquiries from clinicians, clients, and referring veterinarians.
- Confirm and document all image imports and exports in PACS and EMR.
Benefits
- Texas A&M University offers a collaborative work environment, a strong commitment to employee development, and a comprehensive benefits package.
- Employees enjoy a mission-driven culture that values service, learning, and innovation while supporting work-life balance and professional growth.
- Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts , and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums
- 12-15 days of annual paid holidays
- Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
- Automatic enrollment in the Teacher Retirement System of Texas
- Health and Wellness: Free exercise programs and release time
- Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more
- Educational release time and tuition assistance for completing a degree while a Texas A&M employee
- Living Well, a program at Texas A&M that has been built by employees, for employees
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
Number of Employees
1,001-5,000 employees
