Medical Records Assistant

Alexandria, VA
$32,284.98 - $42,136.12 Annually
Oct 23, 2021
Nov 08, 2021
Full Time
Medical Records Assistant

Health Information Management (HIM) Assistant

The City of Alexandria is located in northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. About one-quarter square miles in the city have been designated as a national or local historic district. We proudly embrace our rich history and seize the endless opportunities that lie ahead. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for our Medical Records Assistant position.

An Overview

The Medical Records Assistant uses initiative in ascertaining the appropriate actions are taken to ensure the availability of records when requested. Review the completeness of all records, scan documents into the electronic medical record, and ensure the confidentiality of record related materials. Maintain and manipulate Microsoft Excel spreadsheets. Coordinate with other sites for the transfer of records. Perform all routine medical records keeping tasks. Request and forward appropriate case related material to and from other mental health agency professionals by following proper HIPAA protocols.

What You Should Bring

The ideal candidate should have the ability to create, manipulate and maintain Microsoft Excel spreadsheets, ability to pay attention to detail, good administrative skills, which includes general office duties, such as scanning, faxing and answering phones.; Ability to file records in numerical order and use color-coded filing system. Candidate must have great customer service skills when assisting staff and external customers both via phone and in person; must be capable of communicating clearly and effectively both orally and in writing. Must be able to lift and carry 40 lbs. up and down steps and be able to sit for 2-3 hours at a time. Great organization skills with the ability to multi-task; must take direction well and self-start.

The Opportunity
  • Compile and maintain closed cases from other sites;
  • Thin charts and create new volumes when needed;
  • Serve as contact for retrieval of closed charts for MH/ID/SA sites;
  • Maintain records in accordance with record policy;
  • Process and follow-up with Release of Information requests, as needed;
  • Request and send information to and from other facilities;
  • Check New Intakes for the Client Extended Profile;
  • Scan forms into the client’s electronic health record;
  • File specified loose forms into physical charts;
  • File and pull charts as needed;
  • Maintain charts and scan documents at other related sites;
  • Track missing charts;
  • Retrieve faxes received via SRFax and email them to appropriate staff;
  • Distribute confidential faxes and mail;
  • Perform any related duties as assigned.

About the Department

The Office of Administrative Services (OAS) comprises Finance, Quality Assurance, Information Technology and Program Evaluation. Like the larger Department, DCHS, of which we are part, we are ethical stewards of the resources entrusted to us and are accountable for our actions. We communicate consistently, honestly and openly and demonstrate integrity in all aspects of our work.

Minimum & Additional Requirements

High School diploma or GED; computer literate with knowledge of Microsoft Office; ability to multitask; ability to communicate effectively (written and verbal); proficient in alpha-numerical filing systems; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities. Strong attention to detail; physical ability to lift and carry 40 lbs. up and down steps; physical ability to sit for extended periods of time.

Preferred Qualifications

At least two years of experience working with medical records to include: Chart creation and maintenance, filing of loose paperwork, the ability to create, maintain and manipulate Microsoft Excel spreadsheets. At least one year of experience in printing appointment schedules and delivering charts; Handling confidential health information and interpreting Releases of Information requests to ensure HIPAA guidelines are followed, Scanning into an Electronic Medical Record. At least one year of experience with electronic health records and/or use of Credible electronic software preferred. Must have a valid driver’s license.


This position requires the successful completion of pre-employment background checks including but not limited to: FBI/Federal Records Check; VA State Child Abuse/Neglect Registry; Medicare/Medicaid Fraud Database; Verification of education/certifications; Drug screening; and Driver's license.


Monday through Friday, 8:30AM - 5:00PM

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