Medical Records Specialist

Medical Records Specialist

Onsite Location: Long Beach, CA
Schedule: Monday-Friday

Pay: $25.00/Hourly

Position Summary

The Medical Records Specialist is responsible for the organization, maintenance, and security of patient health information in both electronic health records (EHR) and paper-based systems. They ensure that data is accurate, complete, and fully compliant with privacy laws like HIPAA. The role involves performing monthly medical record audits in coordination with Quality Assurance staff, establishing medical records for all new admissions to the facility, and acquiring, monitoring, and accounting for the Electronic Medical Record (EHR) system.

Key Responsibilities

• Perform regular audits of medical records in coordination with quality assurance teams to verify accuracy, correct discrepancies, and identify documentation deficiencies.
• Handle sensitive information, managing authorized access and ensuring every disclosure strictly follows HIPAA and other privacy regulations.
• Precisely enter and update patient demographics, medical histories, test results, and treatment plans into clinical databases.
• Process and track authorized requests for medical information from patients, legal entities, and insurance providers.
• Mail, fax, or email authorized requests to other facilities.
• Work directly with the DON, QA, and clinical team to clarify missing or conflicting information in patient charts.
• Scan and upload physical documents into electronic formats to maintain a modern, accessible digital database.
• Maintain patient records in both electronic health records (EHR) and paper formats, ensuring standard order and completeness.
• Create all staff discipline EHR system accounts.
• Maintains electronic health records (EHR) databases and as needed analyze electronic data.
• Is primarily the EHR system admin for ensuring the software is configured to match the specific needs of the facility.
• While primarily assigned to the inpatient unit, it may be required to support the Structured Outpatient Services Program (IOP/PHP) based on census fluctuations and departmental needs.

Minimum Qualifications

• High school diploma or equivalent required.
• Minimum of two (2) years of experience in behavioral health, healthcare, or hospital settings.
• Prior experience using Electronic Health Records (EHR) systems for documentation and coordination of care.
• Strong teamwork and collaboration skills across disciplines and departments.
• Proficiency in the use of computers and standard keyboard functions for data entry and electronic documentation.
• Effective verbal and written communication skills.
• Ability to read, write, and communicate fluently in English.
• Current CPR, BLS, and First Aid certification, or ability to obtain within 90 days of employment.
• Proficiency with Microsoft Office Suite (Word, Excel, Teams) and/or cloud-based communication platforms (e.g., Slack, Zoom).
• Bilingual in English and Spanish, or other languages commonly spoken by the patient population.
• Crisis prevention/intervention training (e.g.,HWC,CPI, PMAB) or de-escalation certification.
• Knowledge of HIPAA, Title 22, and other applicable regulatory standards.
• Familiarity with trauma-informed care principles and culturally responsive practices.
• Leadership experience or demonstrated capacity to mentor others.

Benefits

• Comprehensive medical, dental, and vision insurance for qualifying employees
• 401(k) retirement savings plan with employer contribution options

• Supportive, team-oriented work environment
• Opportunities for professional growth, training, and advancement within the organization

Physical & Environmental Requirements

• Frequent walking, standing, sitting, twisting, and bending are required.
• Must possess adequate auditory capacity to communicate clearly and follow verbal instructions.
• May be required to lift and carry objects weighing up to 25 pounds.(admin)
• Ability to sit or stand for extended periods of time.
• Must be able to operate standard office and/or clinical equipment requiring repetitive hand movements, manual dexterity, and fine finger coordination, including the use of computers, telephones, and related devices.

Special Conditions

• Employment is contingent upon successful completion of Live Scan fingerprinting, background check clearance, and verification of required licenses, certifications, and education
• Satisfactory completion of professional reference checks
• Must be legally authorized to work in the United States; Ocean View does not provide visa sponsorship for certain roles unless otherwise specified
• Compliance with all applicable federal, state, and local regulations, including California Department of Health Care Services (DHCS), The Joint Commission, and HIPAA standards
• Compliance with all required health screenings and immunizations in accordance with regulatory guidelines and facility policy, which may include tuberculosis (TB) testing, N95 fit testing, annual trainings, and proof of vaccination for certain communicable diseases
• Availability to work evenings, weekends, holidays, or variable shifts as needed, based on operational or patient care needs
• Demonstrate understanding and compliant with Patients' Rights, LPS Statutes, and Seclusion and Restraint Protocols.