Medical Records Associate

About Habitat Health

Habitat Health is dedicated to empowering older adults to enjoy more fulfilling days within their homes and communities. Through the Program of All-Inclusive Care for the Elderly (PACE), we offer comprehensive healthcare alongside daily living support such as meal provision, transport services, and in-home aid. Our integrated care approaches blend clinical services and social support both in centers and participants' homes, fostering peace of mind and inclusion. As we grow to address the increasing complex needs of aging populations, we seek talented team members to help scale our innovative care model. Our backing includes prominent healthcare leaders and investors like New Enterprise Associates, Kaiser Permanente, and Town Hall Ventures.

Role Overview

The Medical Records Associate is vital in maintaining high standards of coordinated care for PACE participants by ensuring medical documentation is precise, complete, timely, and easily accessible across various care environments. This role handles the management of participant files sourced internally and externally while strictly adhering to HIPAA, CMS, and organizational privacy and security guidelines. This position suits detail-conscious individuals who thrive in dynamic settings and enjoy evolving processes within a growing healthcare structure.

Key Responsibilities

• Maintain, organize, and update participant medical records within the electronic health record (EHR) system, including documenting and indexing electronic information.
• Manage requests for medical records from external providers, ensuring compliance with HIPAA and organizational policies and timely receipt.
• Coordinate the release of participant information through electronic transmission, fax, mail, or other secure methods.
• Serve as the main contact for inquiries related to medical records, managing inbound and outbound communications effectively.
• Collaborate closely with care teams and operations to facilitate participant care needs.
• Support care transitions by ensuring the availability of records for enrollment, discharges, and specialty appointments.
• Preserve strict confidentiality of protected health information (PHI).
• Ensure full compliance with HIPAA, CMS, and organizational policies.
• Identify and help implement improvements to medical records processes and workflows.
• Adapt to fluctuating workloads and changing duties as the organization grows.
• Perform additional assigned duties related to medical records and operational support.

Minimum Qualifications

• Alignment with the organization's purpose and values, with enthusiasm for embodying them in daily duties.
• Ability to perform effectively in a fast-moving, evolving environment, displaying comfort with ambiguity and commitment to continuous improvement.
• A strong growth mindset, open to feedback, constructive discussions, and data-driven decision-making.
• Demonstrated integrity and ownership, considering the wider organizational impact and following through on responsibilities.
• Associate’s degree or higher in Health Information Management, Healthcare Administration, or related field; or equivalent relevant experience.
• At least two years of experience in medical records, health information management, or healthcare administration.
• Proactive attitude, accountability, and ownership toward assigned work.
• Ability to identify workflow improvements and contribute to process enhancement efforts.
• Strong organizational skills, attention to detail, and ability to prioritize work accurately.
• Experience using electronic health record (EHR) platforms and standard office technology.
• Effective verbal and written communication skills.

Preferred Experience

• Familiarity with Epic EHR modules including Chart Review, Media Manager, Care Everywhere, and In Basket.
• Experience working in a startup or rapidly expanding healthcare environment.
• Health Information Management-related certifications such as RHIT, RHIA, or CCS.
• Exposure to PACE organizations, value-based care models, or clinical office settings.
• Knowledge of medical terminology and clinical documentation standards.
• Experience obtaining medical records from external providers.

Physical and Functional Requirements

The Medical Records Associate role may require working in healthcare, administrative, community, or remote settings. The position demands extended periods of remaining stationary or moving about, operating standard office equipment and clinical tools, occasional travel between locations, adherence to safety and infection control protocols including PPE use, and possible physical tasks such as bending, reaching, lifting up to 25–50 pounds with assistance.

Compensation and Benefits

The anticipated annual pay for this role ranges between $17 and $23 per hour, including eligibility for bonuses. Compensation is influenced by qualifications, skills, experience, education, certifications, geographic location, and organizational needs. Additional benefits include medical, dental, and vision insurance; paid parental leave; disability coverage; life insurance; flexible spending accounts; 401(k) plan with matching; paid time off; and company holidays.

Employment Terms

Employment is at-will, meaning either party may terminate the relationship at any time with or without cause or notice, consistent with applicable laws. This position is remote, governed by the laws of the employee's work location, and requires compliance with vaccination and infection control policies relevant to the role and jurisdiction. Reasonable accommodations for disabilities or religious beliefs will be considered.

Equal Opportunity and Inclusion

Habitat Health is an Equal Opportunity Employer committed to diversity and inclusion. Employment decisions are based on qualifications and merit without discrimination on any legally protected basis. The organization provides reasonable accommodations to enable qualified individuals to perform job functions and participate in employment processes.

Application Integrity

Applicants should only apply through official Habitat Health career channels. Communications will come from authentic @habitathealth.com email addresses. Habitat Health will never request fees, purchases, or sensitive financial information during recruitment. Suspected fraudulent communications should be reported to the Federal Trade Commission.