Medical Records Assistant

Planned Parenthood Des Moines , IA 50301

Posted 2 months ago

Planned Parenthood North Central States

Medical Records Assistant

  • Minneapolis, MN or Des Moines, Iowa

Starting Wage: $17/hour (Experience Compensated)

At Planned Parenthood North Central States (PPNCS), we believe all people deserve the right, the freedom, and the opportunity to follow their personal ambitions and choose their own path toward a healthier, more meaningful life. That's why we protect, promote, and provide comprehensive and progressive sexual and reproductive health care for generations of young people and families with empathy, care, and respect. We are looking for passionate, dedicated staff who are eager to make positive contributions to their community and to the Planned Parenthood mission.

Under immediate supervision of the Centralized Services Manager, the Medical Records Assistant is responsible for the processing of all medical record requests, clinical form maintenance, and timely and efficient administrative support. This position ensures accuracy while providing patients with the highest quality product and customer service. The Medical Records Assistant is an advocate in implementing our mission to "Affirm human rights to reproductive health and freedom."

Medical Records Responsibilities

Essential functions include, but are not limited to:

  • Process all medical records requests and related functions in a timely and efficient manner.

  • Receive incoming requests for records via mail, email, telephone, and fax inquiries. Date stamp all medical records requests, maintain logs, and highlight pertinent data to facilitate processing. Manage incoming and outgoing medical record charts from Iron Mountain as applicable.

  • Ensure compliance with all federal and state laws related to HIPAA policies and procedures when working with client records and within NextGen. Validate requests and authorizations for release of medical information according to established policies and procedures.

  • Complete release of information requests including retrieving clients' medical charts and copying/scanning medical records accurately and according to request. Deliver medical records as requested in a timely manner.

  • Accurately scan and index client records into appropriate client charts and dates of service.

  • Follow established procedures and standards of quality and productivity. Perform quality checks on all work to assure accuracy of the release, confidentiality, and proper invoicing.

  • Support risk and quality management by proactively communicating identified risks to supervisor. Identify and report errors, near-misses, and employee, patient, and customer safety concerns in a timely manner.

  • Coordinate and ensure purging of medical charts as outlined in policy and procedures.

  • Assure and maintain excellent customer relations with clinics and clinicians. Screen calls, answer routine department questions, and triage problems.

  • Complete special projects and routine functions such as timesheets, expense reports, per-diem reporting, occurrence reports, event planning assistance, and department logistics.

Standard Requirements

  • Support, cooperate with, and implement specific procedures and programs for safety and security, confidentiality, quality assurance, compliance with current laws and regulations including HIPAA and mandated reporting, and training.

  • Support and participate in:

  • Common teamwork (cooperate and work together with all co-workers)

  • The use of tactful, appropriate communications in sensitive and emotional situations, demonstrating compassion, empathy, and dignity for all

  • The ability to use de-escalation techniques to manage difficult situations

  • Following up as appropriate with supervisor, co-workers, and patients regarding reported complaints, problems, and concerns

  • Promoting a positive public image and relation of PPNCS

  • Completing requirements for acceptable attendance and timeliness to work, and adhering to policies in the employee handbook

  • A commitment to making the Planned Parenthood front desk a safe, affirming space by appropriately communicating with patients and honoring patient identities

Work Hours

This is a full-time position working 36 hours per week.

Tentative schedule: 9:00am to 5:30pm Monday through Thursday, and 9:00am to 1:00pm on Fridays.

This position is eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, long-term disability, life insurance, PTO, extended illness leave, volunteer time off, paid holidays, and a 403(b) retirement plan.

Physical Work Intensity and Work Environment

Level 1, Sedentary

  • Physical requirements include sitting at a desk for six to seven hours per day in front of a computer terminal. Must be able to use hands for repetitive action on a daily basis, as well as a computer, telephone, calculator, laser printer, modem, and fax. Must be able to lift up to 20 pounds on an occasional basis. Must be able to climb stairs. The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Qualifications

  • Associates degree or equivalent work experience

  • Two years of medical records experience

  • Demonstrated knowledge and understanding of medical terminology


  • Medical Records Certificate

  • Associates degree in health information technology preferred

  • Advanced technology proficiency; database management skills

  • Familiarity with reproductive health care and women's health issues

Knowledge, Skills, and Abilities

  • Excellent communication skills and ability to multi-task in a fast-paced environment

  • Must be able to work independently

  • Must have strong organizational skills and attention to detail

  • Computer proficiency in Microsoft Office Outlook, Excel, and Word

  • Willingness to work with volunteers

Planned Parenthood North Central States supports people of all ages in making responsible choices and planning their futures. We are an organization committed to creating and fostering an environment that leads to engaged employees, and we believe engaged employees results in satisfied customers and exceptional experiences. When you work for Planned Parenthood you make a difference in the lives of those we serve by affirming the human right to reproductive health and freedom.

PPNCS complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If a reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources at 612-821-6147.

Planned Parenthood is committed to hiring and fostering a diverse, equitable, and inclusive workforce that effectively employs the skills and talents of all employees in our organization. All applicants will receive consideration regardless of their race, color, creed, sex, gender identity or gender expression, national origin, age, veteran status, marital status, religion, sexual orientation, size, disability, socioeconomic status, or status with regard to public assistance. We encourage diverse candidates to apply for this position. AA/EEO

Any job offer will be contingent upon the results of a background investigation.

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Medical Records Assistant

Planned Parenthood