Medical Records Administrator

Make a Difference Behind the Scenes in Healthcare

PASCO is seeking a detail-oriented and organized Medical Records Coordinator to join our team. In this role, you'll play a critical part in supporting quality patient care by ensuring medical records are accurate, complete, compliant, and readily accessible. If you thrive in a fast-paced healthcare environment, enjoy working with technology and documentation, and take pride in maintaining accuracy, we'd love to hear from you.

What You'll Do

Medical Records Management

• Process, scan, upload, index, and maintain patient documentation within the Electronic Health Record (EHR) system.

• Review incoming documentation for completeness, accuracy, signatures, and required dates prior to filing.

• Maintain organized, audit-ready electronic and physical records.

• Process and manage documentation including:

  • Caregiver visit notes

  • Skilled nursing documentation

  • Care Plans

  • CMS-485s

  • Physician Orders

  • Authorizations and PARs

  • Consents and acknowledgements

  • Competencies and training records

  • Face Sheets

  • Recertifications

  • Discharge documentation

  • Incident reports

  • Lab and therapy documentation

  • Medication and treatment updates

EHR & Patient Record Maintenance

• Process Start of Care (SOC) documentation for pediatric, adult, skilled, and unskilled services.

• Manage recertifications, resumptions of care, transfers, and discharges within the EHR.

• Update patient records for physician changes, care plan revisions, authorization updates, frequency changes, staffing changes, and payer information.

• Track and follow up on unsigned physician orders and missing documentation.

• Monitor aging reports and communicate documentation needs with clinical staff.

Clinical & Administrative Support

• Provide documentation and administrative support to nurses, therapists, clinical supervisors, and office staff.

• Organize and distribute documentation electronically.

• Communicate documentation deficiencies and patient care concerns to appropriate clinical personnel.

• Assist with DME coordination, therapy documentation, ancillary service paperwork, and intake support.

• Track supervisory visits and required compliance documentation.

Communication & Documentation Coordination

• Monitor incoming and outgoing fax communications.

• Manage shared mailboxes, electronic document queues, and documentation tracking systems.

• Answer and route calls related to medical records and clinical documentation.

• Log and communicate nurse updates regarding lab work, physician orders, and patient status changes.

Compliance & Quality Assurance

• Maintain strict HIPAA compliance and confidentiality standards.

• Ensure documentation meets Medicare, Medicaid, state licensing, accrediting body, and company requirements.

• Participate in audits, chart reviews, quality assurance initiatives, and compliance monitoring.

• Support auditors and surveyors by gathering requested records.

• Identify documentation discrepancies and escalate concerns appropriately.

• Contribute to process improvement efforts that enhance workflow efficiency and documentation accuracy.

Tracking & Reporting

• Maintain logs, spreadsheets, and tracking systems for:

  • Physician Orders

  • Authorizations

  • Recertifications

  • Acute Status

  • Missing Documentation

  • Lab Tracking

  • Audit Requests

• Generate reports for leadership and operational teams.

• Assist with special projects, correspondence, and group mailings.

Acute Status & Authorization Coordination

• Coordinate acute status documentation between physicians, nurses, and administrative staff.

• Monitor authorization and PAR expiration dates to prevent service interruptions.

• Ensure acute authorizations remain current and compliant.

What You'll Bring

Required Qualifications

• High School Diploma or GED.

• Strong attention to detail and organizational skills.

• Excellent written and verbal communication abilities.

• Ability to manage multiple priorities in a fast-paced environment.

• Proficiency with Microsoft Office Suite, Outlook, and Excel.

• Knowledge of HIPAA and healthcare confidentiality requirements.

Preferred Qualifications

• Associate degree or healthcare-related coursework.

• 1–2 years of experience in medical records, healthcare administration, home health, hospice, or healthcare operations.

• Experience with Electronic Health Record (EHR) systems.

• Knowledge of home health documentation standards and regulatory requirements.

Success in This Role Looks Like

• Accurate and timely document processing.

• Strong compliance and audit outcomes.

• High-quality EHR data integrity.

• Effective communication and customer service.

• Timely completion of physician orders, authorizations, and documentation follow-up.

• Consistent support of clinical operations and patient care teams.

Physical Requirements

• Primarily seated work with frequent computer and keyboard use.

• Regular walking, standing, reaching, lifting, and filing activities.

• Ability to occasionally lift up to 20 pounds.

• Ability to perform detailed work requiring close visual attention and repetitive hand movements.

Why PASCO?

At PASCO, every role contributes to improving the lives of the individuals and families we serve. Join a collaborative team where your attention to detail and commitment to excellence directly support quality patient care and operational success.