Medical Records Specialist

About This RoleAre you highly organized, detail-oriented, and passionate about supporting a team that makes a real difference in people’s lives? As a Medical Records Specialist, you’ll play a key role in ensuring accurate and secure record management, helping our participants receive the best care possible.
In this role, you’ll be at the heart of our operations—processing medical records, collaborating with healthcare teams, and keeping everything running smoothly behind the scenes. If you thrive in a structured, team-oriented environment and love making a meaningful impact, we’d love to have you on board!
Come be part of a mission-driven team where your skills are valued, your contributions matter, and every day brings an opportunity to support the well-being of those we serve.

What Does Success Look Like As A Medical Records Specialist?

• Champion Medical Record Management – Secure and maintain signed medical record consent forms, ensuring they are properly stored in electronic or paper files.
• Be the Communication Hub – Process and organize incoming faxes, emails, and mail containing medical records from providers with efficiency and care.
• Support Urgent Needs – Handle priority medical record requests for the IDT and collaborate with the Compliance Department on legal requests.
• Ensure Secure and Compliant Access – Retrieve and securely release medical records to authorized providers in full compliance with HIPAA regulations.
• Maintain Accuracy and Compliance – Carefully review all records for accuracy, ensuring documentation meets DHCS and CMS standards.
• Keep Participant Records Up to Date – Initiate medical record requests and create participant charts in the Electronic Medical Record (EMR) system.
• Work Hand-in-Hand with the PACE Clinic Team – Keep the team informed on the availability of requested records to support participant care.
• Streamline Record Retrieval – Develop and refine processes to ensure timely collection, tracking, and uploading of medical records into the EMR.
• Coordinate with Third-Party Vendors – Request medical records from external vendors while ensuring compliance with regulatory guidelines.
• Provide Key Administrative Support – Assist with scheduling needs and other administrative tasks to keep operations running smoothly.
• Collaborate Across Teams – Work closely with Risk Adjustment and Enrollment teams to ensure accurate documentation and effective record management.
• Contribute Where Needed – Be a flexible and reliable team player, stepping in to support additional tasks as assigned.

What Does An Ideal Profile Look Like?

• Education & Training – A High School Diploma or GED is required. Additional training or certification in medical records management is a plus!
• Healthcare Front Office Experience – 3+ years of prior experience in a front office role within a healthcare setting is preferred, especially if you’ve handled medical records.
• Strong Administrative Skills – Knowledge of standard office procedures, including filing, record keeping, and office equipment/software will help you stay organized and efficient.
• Relevant Certifications – A Certified Nursing Assistant (CNA) certification is preferred, and additional Medical Records Specialist training and/or certification is a plus!
• Experience with Older Adults – Experience working with frail elderly populations in settings such as PACE, home health, SNF, or hospitals is highly valued.
• Medical Knowledge & Compliance – Advanced understanding of medical terminology and administrative processes, along with familiarity with HIPAA, DHCS, and CMS regulations, ensures you’ll excel in this role.
• Tech-Savvy with EMR Systems – Experience working with Electronic Medical Records (EMR) systems will help you navigate participant records with confidence.
• Exceptional Communication & Teamwork – Strong communication and interpersonal skills will allow you to work effectively with healthcare teams, vendors, and participants.
• Highly Organized & Detail-Oriented – You have a knack for managing multiple requests, ensuring accuracy, and keeping records up to date.

What Are The Physical Requirements Of The Role?

• Sit for Extended Periods – Regularly remain seated at a workstation while reviewing and processing medical records.
• Stand, Walk, and Move – Occasionally move around the office or clinical setting to retrieve and organize records.
• Lift and Carry – Occasionally lift and carry up to 10 pounds, such as files, boxes of records, or office supplies.
• Manual Dexterity – Use hands and fingers to t