Medical Records Assistant Part-Time

Orchard Post Acute is seeking a detail-oriented and organized Medical Records Assistant to support our Health Information department. This role is essential in maintaining accurate, compliant, and confidential resident medical records. If you enjoy working behind the scenes in a fast-paced healthcare environment and have strong organizational skills, we encourage you to apply!

General Purpose

The primary purpose of this position is to maintain resident medical records and health information systems in accordance with federal and state guidelines and facility privacy policies.

Essential Duties

• Administrative Functions:
• Maintain, organize, and file resident medical records (electronic and paper)
• Retrieve and deliver resident records as needed
• Ensure charts are complete, accurate, and properly assembled
• File nurses’ notes, assessments, lab reports, and other documentation
• Track and follow up on incomplete or missing documentation
• Maintain logs for release of information in accordance with HIPAA
• Assist with incident/accident record‑keeping
• Support admissions, discharges, and census tracking documentation
• Answer calls and assist with medical records‑related inquiries
• Coordination & Compliance:
• Maintain confidentiality of all resident information and comply with HIPAA
• Assist with audits and ensure regulatory compliance
• Work closely with nursing, MDS, and interdisciplinary teams
• Assist Medical Records Consultant and department leadership as needed
• Support scheduling and documentation needs for MDS assessments
• General Support:
• Maintain organized and secure records storage
• Ensure records are signed in/out appropriately
• Participate in training, in‑services, and department meetings
• Assist with reports, data entry, and general clerical duties

Supervisory Responsibilities: This position does not have supervisory responsibilities.

Qualifications

• High school diploma or GED required
• Previous medical records or healthcare administrative experience preferred
• Knowledge of medical terminology preferred

Skills & Abilities:

• Strong attention to detail and organizational skills
• Ability to type (minimum 45 WPM preferred)
• Basic computer skills and experience with data entry
• Ability to handle confidential information professionally
• Strong communication and teamwork skills

Physical Demands:

• Frequent sitting, standing, and walking
• Occasional lifting up to 25 pounds
• Ability to move throughout the facility as needed
• Ability to manage interruptions in a fast‑paced environment

Work Environment

This position works in both office and clinical areas within the facility. The environment may include frequent interruptions and interaction with staff, residents, and visitors. Noise level is typically moderate.

Additional Information

This job description is intended to describe the general nature of the work performed. Management reserves the right to modify duties as needed. We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other legally protected status.