Records & Operations Support

Job Description

REQUIREMENTS

• Medical records experience is required.
• A high school diploma or GED is required; college education is preferred.
• Experience with Microsoft Word, Excel, and PowerPoint is necessary.
• The ability to follow issues through to completion is essential.
• A background in home care is an asset but not mandatory.
• Candidates who understand medical terminology are preferred.
• Outstanding oral and written communication skills are a must.
• Experience with Electronic Health Records is considered a plus.

RESPONSIBILITIES

• Medical Records collection and tracking: Collect, log, validate, route, and track medical record and information requests in compliance with HIPAA and organizational policies; coordinate timely and confidential fulfillment with appropriate teams and external partners. When necessary, oversight of other team members collection and tracking of records.
• Provide day-to-day operational and clerical support for Referral Management, including maintaining trackers and work queues, monitoring shared inboxes, coordinating follow-ups with referral sources, organizing electronic files and databases, and supporting department communications, scheduling, and coverage as assigned. Communicate professionally with internal teams and external partners, resolving routine issues, escalating complex concerns, and ensuring strict confidentiality.
• Documentation, Systems & Training Support: Document current- and future-state workflows for record management and referral operations, gather stakeholder input to inform system updates, and maintain clear, version-controlled procedures and job aids. Create and update desktop procedures, including step-by-step instructions, checklists, and workflow diagrams, and support onboarding and ongoing training by answering process questions and reinforcing standard work.
• Process Improvement, Quality & Reporting: Support process and system improvements by participating in go-live activities, validating data entry, conducting quality reviews and time studies, identifying trends and pain points, and recommending solutions to improve accuracy, timeliness, and efficiency. Partner with leadership and IT/Reporting to test fixes and confirm outcomes. Serve as a liaison with Reporting/Data Analytics to define requirements, validate data accuracy, enhance dashboards, and ensure reports are meaningful and actionable; distribute scheduled and ad hoc reports, maintain logs/version control, and confirm receipt as needed.
• Audit & Operational Support: Assist with audit readiness and quality initiatives by gathering documentation, maintaining required logs, supporting corrective actions, and providing operational updates to leadership to ensure alignment with daily throughput and performance goals.
• Duties may be expanded or modified to meet operational requirements.

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