Medical Records Specialist

Southwest Womens Oncology/Optimum•Albuquerque, NM

3d•Onsite

About The Position

Behind every clinical decision is a record-and that record needs to be accurate, complete, and accessible the moment it's needed. When a provider needs a patient's history before a critical appointment, when a referral needs to move quickly, or when a records request comes in and the clock is ticking on compliance, the Medical Records Specialist is the person who makes sure the information is there-right, on time, every time. This work doesn't happen in the spotlight, but it is foundational to everything else this organization does. At Optimum and Southwest Women's Oncology, we hold records management to the same standard as clinical care-because accuracy here protects patients everywhere else. We hire for attitude and aptitude above all else. Credentials matter, but who you are and how you grow matter more. Southwest Women's Oncology (SWWO) is New Mexico's leading gynecologic oncology practice, delivering advanced cancer care with skill, courage, and compassion. Optimum Human and Optimum Infusion extend that mission into performance medicine, infusion services, longevity, recovery, hormone optimization, medical weight loss, peptide therapies, hyperbaric medicine, aesthetics, and human performance. Together, we operate as a single integrated platform committed to one mission: To deliver new possibilities in medical care, human performance, and health by uniting passion, knowledge, and precision into something greater than the sum of its parts. This is not a passive filing role. You will own the accuracy, security, and accessibility of patient records across the practice-ensuring that providers, staff, and patients can rely on complete, compliant, and well-organized information every time it's needed. You will work closely with clinical providers and staff on chart preparation, record retrieval, and timely information access; front office and administrative teams on referral, fax, and documentation workflows; patients, providers, and insurance companies on records requests and information exchange; and compliance and operations leadership on HIPAA adherence and audit readiness. Your precision and follow-through directly support the quality and continuity of every patient's care.

Requirements

High school diploma or equivalent.
Knowledge of HIPAA and patient confidentiality standards.
Strong attention to detail and organizational skills.
Ability to multitask and work efficiently in a fast-paced environment.
Excellent communication and customer service skills.
Basic computer proficiency, including Microsoft Office and data entry.

Nice To Haves

Prior medical records or healthcare experience.
Familiarity with electronic medical record (EMR) systems.

Responsibilities

Maintain, organize, and update patient medical records across electronic and/or paper systems.
Ensure accuracy, completeness, and confidentiality of all patient information.
Scan, index, and upload documents into the EMR system with consistency and precision.
Perform regular audits to ensure records are complete and compliant.
Process requests for medical records in compliance with HIPAA regulations.
Respond to internal and external requests for patient information in a timely manner.
Ensure all documentation aligns with regulatory and privacy standards.
Maintain strict adherence to patient confidentiality protocols at all times.
Assist providers and staff with chart preparation and record retrieval.
Handle incoming faxes, referrals, and medical documentation accurately and promptly.
Support the care team by ensuring timely access to accurate patient information.
Communicate effectively with patients, healthcare providers, and insurance companies as needed.
Collaborate with clinical and administrative teams to ensure seamless information flow.
Support operational efficiency through proactive organization and follow-up.
Identify opportunities to improve record-keeping processes and workflows.
Participate in team meetings, training, and process improvement initiatives.
Contribute to a culture of accuracy, accountability, and continuous learning.