Chart Preparation Specialist Jobs (NOW HIRING)

Full-Time | Onsite

Locations:
111 N. Maplemere Rd., Williamsville, NY 14221
1001 Main Street (Conventus), Buffalo, NY 14203

Practice: University Gynecologists & Obstetricians
Pay: $18-$22 hourly

The Chart Prepper/Medical Assistant supports exceptional patient care by combining clinical medical assistant responsibilities with comprehensive patient chart preparation and medical records management. This position ensures patient charts are complete and accurate before appointments while assisting providers with clinical care, maintaining efficient patient flow, coordinating follow-up care, and serving as a liaison between patients, providers, and outside healthcare facilities. The ideal candidate is organized, detail-oriented, compassionate, and committed to delivering an outstanding patient experience.

Patient Care & Clinical Support

· Provide compassionate, respectful, and patient-centered care in person and over the phone.

· Escort patients to examination rooms, obtain vital signs, medical histories, and verify medications.

· Prepare patients for examinations and procedures.

· Assist providers with office-based procedures.

· Collect, process, and prepare laboratory specimens.

· Prepare, clean, stock, and maintain examination and procedure rooms.

· Assist with inventory management, stocking, and ordering of clinical supplies.

Patient Onboarding & Chart Preparation

· Complete new patient onboarding, including collection of health history, demographic information, insurance information, and required documentation.

· Review upcoming schedules and prepare patient charts before appointments.

· Verify all required medical records, laboratory results, imaging reports, consultation notes, procedural reports, and surgical records are complete and available.

· Identify missing documentation and proactively obtain necessary records prior to patient visits.

· Maintain accurate and current patient information within the Electronic Medical Record (EMR/EHR).

Medical Records Management

· Obtain and maintain complete medical records from primary care providers, specialists, hospitals, laboratories, imaging centers, and other healthcare facilities.

· Utilize health information platforms including HealthElink, Infoclique, Quest, and other record-sharing applications.

· Process medical record requests, releases of information, and incoming records.

· Scan, index, and accurately file documents within the EMR.

· Maintain strict compliance with HIPAA, PHI, and organizational confidentiality standards.

Patient Follow-Up & Care Coordination

· Conduct follow-up communication with patients after appointments, procedures, and testing as directed.

· Assist patients in obtaining referrals, records, and documentation needed for ongoing care.

· Coordinate care with physicians, specialists, hospitals, laboratories, and imaging centers.

· Serve as a liaison between patients and providers to promote continuity of care and an exceptional patient experience.

Communication & Administrative Support

· Communicate professionally and effectively with patients, providers, and staff.

· Monitor and respond to EMR tasks, messages, email, and other internal communication systems.

· Assist with appointment scheduling, answering phones, and other front-office responsibilities as needed.

· Complete forms, release of information requests, faxing, filing, scanning, and data entry.

· Communicate effectively with physicians and clinical staff to support efficient office operations.

Professional Responsibilities

· Participate in continuing education and ongoing training.

· Support quality improvement initiatives and departmental workflows.

· Perform additional duties as assigned.

Education

· High school diploma or equivalent required.

· Associate or bachelor's degree preferred.

Experience

· 1–3 years of experience in a healthcare setting, preferably as a Medical Assistant in an OBGYN outpatient practice.

· Experience with electronic medical records (EMR/EHR) required.

· Experience obtaining and managing medical records preferred.

Knowledge, Skills & Abilities

· Excellent organizational skills and strong attention to detail.

· Exceptional communication and interpersonal skills with a compassionate, patient-centered approach.

· Strong customer service, critical thinking, and problem-solving abilities.

· Ability to prioritize multiple responsibilities in a fast-paced clinical environment.

· Proficiency with EMR systems, Microsoft Office, and other healthcare software.

· Knowledge of HIPAA, PHI, and medical record confidentiality requirements.

· Ability to work independently while collaborating effectively with clinical and administrative teams.

· Adaptability and willingness to learn in an evolving healthcare environment.

• 403(b) retirement plan with employer matching

• Medical, dental, vision, life, and disability insurance

• Paid time off

Work Location: In person
Job Type: Full-time

University Gynecologists & Obstetricians is an Equal Employment Opportunity (EEO) employer.