Administrative Associate - Medical Records
About The Position
Are you a detail-oriented individual with experience with electronic medical records, exceptional communication skills, and a passion for providing exceptional service? As an Administrative Associate, you’ll play a crucial role in supporting the Medical Records department at the Texas A&M Large Animal Hospital. In this role, you will provide administrative and medical records support and ensure accurate handling of sensitive information to keep operations running smoothly. If you’re organized, friendly, and excited to make a positive impact, we want to hear from you! Opportunities to Contribute Information Management: Support accurate and timely handling of medical records and related documentation to maintain compliance and quality care. Collaborative Impact: Work closely with a dedicated team of veterinary professionals, contributing to a positive and productive work environment.
Requirements
- Administrative Associate III: High School Diploma or equivalent combination of education and experience and three years in general office or clerical work.
- Administrative Associate V: High School Diploma or equivalent combination of education and experience and five years in general office or clerical work.
Nice To Haves
- A degree in Business Administration, Medical Records Management, Health Information Technology.
- Specialized training in medical terminology and/or work experience in a medical setting-may be hospital, veterinary hospital, other health care settings.
- Three years of related experience in administrative supporting job duties to include medical records or sensitive records management.
- Medical Office Administration Certificate, Medical Records Certification, Medical Records/Coding Certification.
- Proficient in Microsoft Office.
- Ability to multi-task and work cooperatively with others.
- Strong oral and written and interpersonal communication skills.
Responsibilities
- Provides advanced administrative support and coordinates daily office activities, workflow, and resolution of sensitive, confidential matters.
- Schedules meetings and special events.
- Maintains and updates agency records, forms, and online materials while ensuring medical record integrity and confidentiality.
- Oversees retrieval and posting of medical records, emails, and fax logs; coordinates insurance requests and ensures accurate communication with service departments.
- Manages office supplies and equipment.
- Oversees document gathering for Open Records and compliance requests from the Texas Board of Veterinary Examiners.
- Prepares paper records for scanning and ensures accuracy of discharged records.
- Serves as backup for phone lines and oversees email and fax communications related to medical records.
- Ensures timely and accurate information flow between clients, referring veterinarians, and service departments.
- Recommends process improvements and administrative changes.
- Handles complex case searches and manages office machines, mail, and fax.
- Coordinates ownership changes, duplicate accounts, case numbers, and address updates.
- Oversees receipt and upload of images from clients and RDVMs, ensuring quality and accessibility.
- Coordinates corrections as needed.
- Directly supervises, hires, and trains student workers.
- Maintains timesheets and attendance, coordinates daily work schedules, and acts as supervisor delegate when needed.
- Provides staff guidance and monitors departmental needs.
Benefits
- 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
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
