Medical Records Specialist
About The Position
The Medical Records Specialist independently manages day-to-day medical records activities to help ensure patient records are organized, accurate, complete, and accessible to authorized individuals. The role works closely with clinicians, Quality Assurance, and administrative teams to track documentation, resolve missing items, and support timely completion of patient records. This is an individual contributor position with no direct supervisory responsibilities. The ideal candidate is detail-oriented, proactive, and comfortable following up with multiple stakeholders while managing competing priorities.
Requirements
- At least three years of medical records or related healthcare administrative experience.
- High school diploma or equivalent.
- Experience working with electronic medical records.
- Working knowledge of medical terminology, patient record organization, and confidentiality practices.
- Familiarity with HIPAA requirements and secure handling of protected health information.
- Strong organizational skills and attention to detail, with the ability to manage deadlines independently.
- Excellent communication and follow-up skills, including the ability to professionally address outstanding documentation.
- Proficiency in Microsoft Office, including Outlook, Word, and Excel.
- Ability to collaborate effectively with clinicians, leadership, and administrative staff.
Nice To Haves
- Home health or hospice experience.
- Associate degree or coursework in health information management or a related field.
- Experience with Homecare Homebase (HCHB) or Mosai.
Responsibilities
- Maintain electronic patient records, ensuring documents are accurately labeled, indexed, and filed in the appropriate patient chart.
- Review records for required documents, signatures, dates, and administrative completeness.
- Track missing, incomplete, or unsigned documentation and follow up with clinicians and other responsible parties.
- Monitor outstanding physician orders and other required documents, coordinating follow-up with physician offices and internal teams.
- Maintain documentation tracking logs and provide updates on overdue items, recurring issues, and unresolved discrepancies.
- Escalate documentation concerns to the appropriate supervisor or Quality Assurance team.
- Process requests for medical records in accordance with authorization requirements, agency procedures, and applicable privacy requirements.
- Assist with preparing records for audits, surveys, payer reviews, and other authorized requests.
- Coordinate with clinical, intake, billing, and Quality Assurance teams to resolve records-related issues.
- Support record retention, archiving, and secure disposal according to agency procedures.
- Identify opportunities to improve records workflows, tracking, and document accessibility.
- Participate in relevant meetings and training.
- Perform other duties as assigned.
Benefits
- Supportive and collaborative team environment.
- Opportunities for professional growth and continued learning.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
