Medical Records Associate

Job Title: Medical Records Associate 
Department: Revenue Cycle Management 
Location: Carolina Oncology Specialists -Remote
Reports To: RCM Director 

Position Summary 

The Medical Records Associate is responsible for maintaining, processing, and securing patient health information at Carolina Oncology Specialists. This role ensures the accuracy, integrity, and confidentiality of medical records while supporting timely access to information for patient care, billing, and compliance. The Medical Records Associate plays a critical role in managing documentation workflows and ensuring adherence to regulatory requirements. 

Key Responsibilities 

• Maintain and manage patient medical records in the electronic health record (EHR) system 

• Scan, index, and upload medical documents accurately and in a timely manner 

• Process incoming and outgoing medical records requests in accordance with HIPAA regulations 

• Ensure completeness, accuracy, and proper documentation within patient records 

• Respond to internal and external requests for medical records, including patients, providers, and third parties 

• Track and document all record releases and requests 

• Assist with chart preparation, record audits, and quality checks 

• Manage incoming faxes, electronic documents, and correspondence 

• Support providers and clinical staff with documentation retrieval and record access 

• Maintain confidentiality and security of all protected health information (PHI) 

• Identify and escalate discrepancies or missing documentation 

• Ensure compliance with federal, state, and organizational policies and regulations 

Qualifications 

Required: 

• High school diploma or equivalent 

• Minimum of 1–2 years of experience in medical records, healthcare administration, or related field 

• Knowledge of HIPAA and patient privacy regulations 

• Experience with EHR systems and document management processes 

• Strong organizational and attention-to-detail skills 

Preferred: 

• Experience in oncology or specialty healthcare setting 

• Familiarity with scanning systems, electronic indexing, and release of information processes 

• Certification in Health Information Management (e.g., RHIT, RHIA, or equivalent) 

Key Competencies 

• Strong attention to detail and accuracy 

• High level of integrity and confidentiality 

• Effective communication and customer service skills 

• Organizational and time management skills 

• Ability to manage multiple tasks in a fast-paced environment 

• Problem-solving and critical-thinking abilities 

• Team-oriented and collaborative approach 

Working Conditions 

• Primarily office-based or clinic environment 

• Frequent interaction with staff, providers, and external requestors 

• Regular use of computers, scanners, and office equipment 

Physical Requirements 

• Ability to sit for extended periods 

• Ability to use standard office equipment, including computers, telephones, and scanners 

• Occasional lifting of files or boxes (up to 20 lbs)