Records Assistant

Columbia Community Mental Health•St. Helens, OR

1d•Onsite

About The Position

Columbia Community Mental Health (CCMH), a nonprofit agency and Certified Community Behavioral Health Clinic, is hiring a Records Assistant in the Compliance Department. This temporary position is 16 hours per week for 6–12 months. Schedules may be arranged with the supervisor to meet business needs; agency services generally operate Monday through Friday, 8:00 a.m. to 5:00 p.m. The hourly salary range is $18.52 to $25.61, with starting pay determined using relevant experience, education, credentials, and specialty skills. The Records Assistant provides clerical and administrative support for medical records, including scanning, filing, organizing, tracking, and auditing client documentation. The role helps maintain accurate, complete, accessible records; identify missing or incomplete documents; and process records in accordance with agency requirements and applicable confidentiality and privacy rules, including HIPAA and 42 CFR. The position works in a medical/office environment and uses phones, computers, fax machines, copiers, and other office equipment. CCMH describes its workplace as inclusive, equitable, culturally competent, and supportive, and is committed to diversity, equity, and inclusion. CCMH is an equal opportunity and drug-free employer. Applicants must be authorized to work for any U.S. employer; visa sponsorship is unavailable. Applicants must be at least 18, and employment is contingent on passing a criminal background check.

Requirements

High school diploma or GED.
Maintain strict confidentiality of client medical information and follow applicable privacy laws, including HIPAA and 42 CFR.
Applicants must be at least 18 years old.
Applicants must be authorized to work for any employer in the United States; sponsorship is unavailable.
Employment is contingent on passing a criminal background check.

Nice To Haves

Additional education or certification in medical records, health information management, or healthcare administration.
Previous administrative, clerical, data entry, or document management experience.
Experience in a healthcare or medical office setting.
Experience with electronic health record systems such as OCHIN Epic.
Previous scanning, filing, or medical records experience.

Responsibilities

Maintain complete, organized, and accessible electronic medical records.
Review documents for completeness, legibility, and correct identification before scanning; file them promptly and accurately.
Maintain an organized workflow and help reduce scanning and documentation backlogs.
Identify missing, incomplete, or incorrectly filed documents and notify the appropriate department.
Assist with medical record audits using established checklists and procedures, verifying that required chart documents are present.
Maintain tracking logs for missing documentation, outstanding records, filing systems, scanning logs, and documentation tracking tools.
Report documentation discrepancies to the Medical Records Coordinator or designated supervisor.
Communicate with medical records, admissions, and other departments to obtain missing records.
Retrieve medical records for authorized staff and approved requests; respond to internal records requests in a timely manner.
Support the Medical Records department with additional clerical responsibilities and prioritize work according to department needs.
Protect confidential client medical information, follow policies for handling, storing, transmitting, and disposing of records, and access client information only as needed for assigned duties.
Immediately report potential documentation errors, privacy concerns, or compliance issues to the appropriate supervisor.
Maintain professional communication with clients, families, staff, and outside providers.
Perform other duties as assigned.

Benefits

Generous paid time off; full-time employees can earn 22 vacation days and 9 sick days by the end of their first year, with accrual increasing with length of service.
Recognition of 11 holidays plus a floater holiday.
Medical and dental coverage beginning the first of the month following hire.
VSP vision coverage beginning the first of the month following hire.
403(b) retirement savings with pre- and post-tax plans and a matching contribution.
Flexible Spending Account options for medical, dependent care, and transportation.
Long-term disability and life insurance.
Paid bereavement and jury duty leave.
Length of Service Award and annual Outstanding Employee of the Department Award.
Voluntary life insurance and accidental coverage insurance.
Student Loan Forgiveness Program (PSLF) and NHSC Loan Repayment Program.
Employee Assistance Program Trauma Support Team, including a monthly loss processing group and support as needed.