Records Assistant
Columbia Community Mental Health
Summary
Provides administrative support for medical records by scanning, filing, organizing, and tracking client documentation. Assists with record audits, identifies missing or incomplete documentation, and helps ensure records are accurate, accessible, and maintained in accordance with confidentiality, HIPAA, 42 CFR, and agency requirements.
Job description
- Maintain complete, organized, and accessible electronic medical records.
- Review documents for completeness, legibility, and appropriate identification before scanning.
- Maintain an organized workflow to prevent backlogs in medical record processing.
- Ensure documents are filed 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 facility-established checklists and procedures.
- Verify that required documents are present in charts.
- Maintain tracking logs for missing documentation and outstanding records.
- Report documentation 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.
- Assist with retrieving medical records for authorized staff and approved requests.
- Support the Medical Records department with additional clerical responsibilities as assigned.
- Prioritize scanning, auditing, and documentation tasks according to department needs.
- Maintain strict confidentiality of client medical information in accordance with HIPAA and applicable privacy laws.
- Follow facility policies regarding the handling, storage, transmission, and disposal of confidential records.
- Access client information only as necessary to perform assigned job duties.
- Respond to internal records requests in a timely manner.
- 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.
- Other duties as assigned.
Requirements
- High school diploma or GED required
- Additional education or certification in medical records, health information management, or healthcare administration preferred
- Previous administrative, clerical, data entry, or document management experience preferred
- Experience in a healthcare or medical office setting preferred
- Experience with electronic health record systems such as OCHIN Epic preferred
- Previous scanning, filing, or medical records experience beneficial
- Applicants must be authorized to work for ANY employer in the U.S.
- Applicants must be 18 years of age or older
- Employment is contingent upon passing a Criminal Background check
Company overview
Columbia Community Mental Health is a dedicated mental healthcare provider serving communities with comprehensive behavioral health services. As a community-based organization, it focuses on delivering accessible mental health care to individuals and families, addressing a wide range of psychological and emotional needs. The organization typically provides outpatient counseling, crisis intervention, case management, and supportive services for various mental health conditions including depression, anxiety, trauma-related disorders, and substance use issues. Operating within the community mental health framework, Columbia Community Mental Health emphasizes culturally competent care and works to reduce barriers to mental health treatment. The organization likely collaborates with local healthcare systems, social services, and community organizations to provide integrated care. By offering evidence-based therapeutic interventions and community support programs, it plays a crucial role in promoting mental wellness and recovery within the populations it serves. The organization's mission centers on improving mental health outcomes through compassionate, professional care that respects individual dignity and fosters personal growth and resilience.