Medical Records Associate

The Cardiovascular Care Group•Springfield, NJ

1d•$21 - $23

About The Position

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.

Requirements

High school diploma or equivalent required
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.

Nice To Haves

associate degree or certification in health information management preferred
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