Records Assistant

Columbia Community Mental Health•Saint Helens, OR

21h•$19 - $26•Onsite

About The Position

Columbia Community Mental Health (CCMH), a nonprofit agency and Certified Community Behavioral Health Clinic, provides services to people with mental, addiction, and developmental disabilities. The Records Assistant works in the Compliance department and provides administrative support for medical records by scanning, filing, organizing, and tracking client documentation. The role helps ensure records are accurate, accessible, and maintained in accordance with confidentiality, HIPAA, 42 CFR, and agency requirements. This is a 6–12-month temporary position, working 16 hours per week. Individual schedules may be arranged with the supervisor based on business needs and hours. The agency generally provides services Monday through Friday, 8:00 a.m. to 5:00 p.m. The position operates in a medical/office environment. The hourly salary range is $18.52 to $25.61. Starting wage is determined using a bona fide factor system that considers relevant years of experience, education, credentials, and specialty skills. CCMH describes its employee benefits program as comprehensive and inclusive of eligible family members and qualified domestic partners.

Requirements

High school diploma or GED.
Applicants must be at least 18 years old.
Applicants must be authorized to work for any employer in the United States; visa sponsorship is not available.
Employment is contingent upon 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 appropriate identification before scanning, and maintain an organized workflow to prevent processing backlogs.
File documents promptly and accurately; identify missing, incomplete, or incorrectly filed documents and notify the appropriate department.
Assist with reducing outstanding scanning and documentation backlogs.
Assist with medical record audits using established checklists and procedures; verify that required documents are present in charts.
Maintain tracking logs for missing documentation and outstanding records, and report discrepancies to the Medical Records Coordinator or designated supervisor.
Maintain filing systems, scanning logs, and documentation tracking tools.
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 as assigned and prioritize tasks according to department needs.
Maintain strict confidentiality of client medical information and follow policies for handling, storing, transmitting, and disposing of confidential records; 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 standards when communicating with clients, families, staff, and outside providers.
Perform other duties as assigned.

Benefits

Paid time off; full-time employees can earn 22 vacation days and 9 sick days by the end of the first year, with accrual increasing with length of service.
Recognition of 11 holidays plus one floater holiday.
Medical and dental coverage beginning on the first of the month following hire.
VSP vision coverage beginning on the first of the month following hire.
403(b) retirement savings plans with 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 Outstanding Employee of the Department Annual Award.
Voluntary life insurance.
Accidental coverage insurance.
Student Loan Forgiveness Program (PSLF) and NHSC Loan Repayment Program.
Employee Assistance Program (EAP).
Trauma Support Team, including a monthly Loss Processing Group led by Licensed Clinical Directors as needed.