You are applying for a position through Medix, a staffing agency. The actual posting represents a position at one of our clients.

Job Summary

Our client is seeking a dedicated Information Associate to manage medical record retrieval, digital indexing, and ensure privacy compliance. This role involves assisting with the organization and accessibility of patient health information, processing release of information requests, and providing essential support to patient and operational workflows. The ideal candidate will play a crucial role in maintaining secure and accurate health records to support integrated patient care initiatives.

Key Responsibilities

• Track, locate, and retrieve electronic and physical health records to support upcoming patient appointments, clinical triage, and provider requests.
• Sort incoming paper, digital, and faxed medical documents; assess document urgency and index them into the correct electronic health record (EHR) chart using established subcategories and workflow guidelines.
• Verify patient identifiers (full name, date of birth) and provider sign-offs on incoming medical reports prior to scanning into the EHR.
• Process clinical diagnostic records (e.g., laboratory results, imaging, specialty care consults) and pair them with appropriate outstanding orders or patient care tracking measures.
• Navigate regional health information exchanges and external hospital databases to retrieve relevant clinical data for continuous patient care.
• Review incoming Authorization for Release of Information forms for completion, legal validity, and alignment with HIPAA Privacy Regulations and applicable state and federal laws.
• Process patient authorization documents, index forms to charts, and forward specialized release requests to lead specialists or departmental leadership when necessary.
• Assist in-person visitors and phone callers seeking access to medical records, guiding them through standard release paperwork and addressing questions regarding record accessibility.
• Ensure all patient demographic details documented on release forms match active data in the EHR before initiating record transfers.
• Maintain strict confidentiality regarding all protected health information (PHI) at all times.
• Process incoming prescription refill requests using independent problem-solving skills to direct them to the appropriate clinical pathway.
• Support patient digital workflows, including importing electronic Continuity of Care Documents (CCD) into charts and aiding patients with accessing secure electronic health data.
• Manage daily administrative tasks including sorting departmental mail, processing digital fax queues, and routing web portal messages to appropriate care teams.
• Collaborate actively with multidisciplinary clinical care teams to support integrated, patient-centered care initiatives.

Qualifications

• Strong working knowledge of HIPAA privacy guidelines, state medical record disclosure laws, and standard health information management processes.
• Demonstrated proficiency with electronic health record (EHR) systems, document scanning technologies, and secure health data platforms.
• Deep working knowledge of state and federal privacy statutes, regulatory standards, and HIPAA rules.
• Experience with Electronic Health Record (EHR) systems preferred.
• Medical records experience in a community health center preferred.

Skills

• Strong analytical capabilities and sound judgment to evaluate complex record requests and safeguard patient legal rights, even in high-pressure situations.
• Excellent written and verbal communication skills with a strong focus on customer service and patient privacy.
• Professional fluency in written and spoken English.
• Working proficiency with standard medical terminology.
• Excellent interpersonal and communication skills.
• High proficiency with computers, including Microsoft Office software and Windows-based systems.
• Proven ability to interact with individuals from diverse cultural and socioeconomic backgrounds with empathy, respect, and cultural sensitivity.

Additional Requirements

• Reliable transportation for business-related movement between service sites as needed.
• Schedule: Monday, Wednesday, Friday: 8:00 AM - 5:00 PM; Tuesday and Thursday: 11:00 AM - 8:00 PM (40 hours per week).

Benefits

• Paid Sick Leave (Medix provides paid sick leave according to state and local sick leave ordinances).
• Health Benefits / Dental / Vision (Medix offers 6 different health plans: 3 Major Medical Plans, 2 Fixed Indemnity Plans, 1 Minimum Essential Coverage (MEC) Plan. Eligibility for health benefits is based on verifying that an average of 30 hours per week during the first 4 weeks of the work assignment has been met. If you meet eligibility requirements and take action to enroll, you will be covered no earlier than 60 days into your assignment, depending on plan selection(s)).
• 401k (Eligible on the first 401k open enrollment date following 6 consecutive months on assignment. 401k Open Enrollment dates are 1/1, 4/1, 7/1, and 10/1).
• Short Term Disability Insurance.
• Term Life Insurance Plan.

^*We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state, and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO), and the California Fair Chance Act (CFCA).

Medix Overview:

With over 20 years of experience connecting organizations with highly qualified professionals, Medix is a leading provider of workforce solutions for clients and candidates across the healthcare, scientific, technology, and government industries. Through our core purpose of positively impacting lives, we’re dedicated to creating opportunities for job seekers at some of the nation's top companies. As an award-winning career partner, Medix is committed to helping talent find fulfilling and meaningful work because our mission is to help you achieve yours.

Any required state or Joint Commission training is compensated at the state or local minimum wage rate.

^*As a job position within our Revenue Cycle division, a successful completion of a background check may be required as a condition of employment. This requirement is directly related to essential job functions including but not limited to: accessing financial and confidential information, handling financial and other payment data, and working within departments that care for vulnerable populations, such as, minors, elderly and those with physical or mental disabilities. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients.