Job Description

Medical Records Assistant – Full-Time

Willow Creek Healthcare Center

Pay Range: $19.00–$19.31 per hour, based on experience

Join a Team Where Accuracy, Organization, and Compassion Matter

Willow Creek Healthcare Center is seeking a dependable and detail-oriented Full-Time Medical Records Assistant to join our team. This position supports the Medical Records Department by ensuring resident health information is accurate, complete, confidential, and maintained in accordance with facility policies and regulatory requirements.

The ideal candidate is highly organized, comfortable working with electronic health records, and able to manage sensitive information with professionalism and discretion.

Essential Duties and Responsibilities

• Assist with maintaining complete, accurate, and organized resident medical records.
• File, scan, index, and retrieve clinical documents in paper and electronic record systems.
• Review records for missing signatures, dates, reports, assessments, and other required information.
• Assist with auditing medical records for accuracy, completeness, and regulatory compliance.
• Track outstanding documentation and follow up with appropriate staff members.
• Prepare and organize records for new admissions, hospital transfers, discharges, and readmissions.
• Process requests for medical records and release information only with proper authorization.
• Maintain resident privacy and confidentiality in accordance with HIPAA and facility policies.
• Assist with physician orders, laboratory reports, consultation records, and other clinical documentation.
• Ensure records are properly labeled, secured, stored, and retained.
• Assist with archiving and retrieving discharged resident records.
• Enter resident information accurately into electronic health record systems.
• Support facility surveys, audits, quality-assurance activities, and record reviews.
• Communicate professionally with residents, families, physicians, hospitals, staff, and authorized outside agencies.
• Answer telephone calls, respond to routine requests, and provide clerical support to the department.
• Report missing, incomplete, or potentially inaccurate documentation to the Medical Records Director.
• Perform additional duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous medical records, healthcare, skilled nursing, administrative, or clerical experience preferred.
• Knowledge of HIPAA, resident confidentiality, and health information practices preferred.
• Experience with PointClickCare or another electronic health record system is a plus.
• Proficiency in Microsoft Office and general computer applications.
• Strong attention to detail and organizational skills.
• Ability to prioritize multiple tasks and meet required deadlines.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively as part of a team.
• Professional and dependable with the ability to handle sensitive information appropriately.

Physical Requirements

This position requires frequent sitting, standing, walking, computer use, reading, filing, and telephone communication. The employee may occasionally be required to bend, reach, and lift or carry files and supplies weighing up to 25 pounds. Reasonable accommodations may be made for qualified individuals with disabilities.

Why Join Willow Creek Healthcare Center?

• Competitive hourly pay
• Full-time employment
• Medical, dental, and vision insurance
• 401(k) retirement plan
• Life insurance
• Paid time off
• Paid holidays
• Training and professional growth opportunities
• Reward and bonus opportunities
• Supportive leadership and a collaborative team environment
• Meaningful work supporting exceptional resident care

Benefits are subject to eligibility requirements and facility policy.

If you are organized, detail-oriented, and committed to protecting the accuracy and confidentiality of resident information, apply today and join Willow Creek Healthcare Center!

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.