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Compliance Medical Records Assistant

Location: Wilmington, NC | Coastal Horizons Center, Inc.
Full-Time | Non-Exempt | On-Site

At Coastal Horizons Center, Inc., we are committed to providing high-quality behavioral health and integrated healthcare services while maintaining the highest standards of compliance, accuracy, and patient confidentiality. We are seeking a detail-oriented Compliance Medical Records Assistant to support Wilmington Health Access for Teens by maintaining the integrity of patient records, ensuring compliance with regulatory standards, and providing administrative and front desk support.

This role is ideal for someone who enjoys working with electronic health records, has a strong eye for detail, and takes pride in supporting quality patient care through accurate documentation and exceptional customer service.

What You'll Do

Medical Records & Compliance

• Maintain the confidentiality, privacy, and security of patient health information in accordance with HIPAA, federal and state regulations, and agency policies.

• Establish, maintain, review, and organize electronic patient records to ensure accuracy, completeness, and compliance with documentation standards.

• Perform accurate data entry, scanning, indexing, uploading, retrieval, and maintenance of electronic medical records.

• Process requests for medical records and protected health information in accordance with release of information policies and regulatory requirements.

• Monitor patient records for documentation quality, completeness, and compliance with agency and regulatory standards.

• Assist with quality assurance activities by identifying documentation deficiencies and initiating corrective actions when appropriate.

• Review and distribute incoming electronic faxed documents to the appropriate patient record.

• Assist in educating and supporting clinical staff regarding documentation and recordkeeping procedures.

Administrative & Front Desk Support

• Provide clerical and administrative support for Wilmington Health Access for Teens.

• Provide scheduled coverage for front desk operations, including patient check-in and check-out.

• Verify patient demographics, insurance coverage, and funding sources for accuracy.

• Answer, transfer, and return telephone calls while providing professional customer service.

• Schedule, confirm, and reschedule patient appointments.

• Monitor office email and voicemail and respond appropriately to patient and staff inquiries.

• Scan, fax, and process documents into the electronic medical record.

• Provide administrative support to the Office Manager and Behavioral Health and Primary Care leadership as needed.

Team Collaboration

• Collaborate with clinical and administrative staff to support efficient office operations and regulatory compliance.

• Maintain organized workflows while handling multiple priorities in a fast-paced healthcare environment.

• Support continuous quality improvement initiatives related to medical records and documentation.

• Perform other duties as assigned.

What You'll Bring

Required Qualifications

• High school diploma or GED.

• Two (2) years of clerical experience maintaining electronic patient or client records in a medical or behavioral health setting, or an equivalent combination of education and experience.

• Two (2) years of administrative support experience, including answering phones, scheduling appointments, scanning, faxing, and general office functions in a medical or behavioral health setting, or an equivalent combination of education and experience.

• Ability to accurately navigate electronic medical record (EMR) systems and perform detailed data entry and record retrieval.

• Knowledge of medical and behavioral health terminology.

• Knowledge of HIPAA, patient privacy, confidentiality requirements, and applicable federal and state regulations governing medical records.

• Understanding of release of information procedures and medical record disclosure requirements.

• Strong analytical skills with the ability to review records for accuracy, completeness, and compliance.

• Excellent organizational, communication, and customer service skills.

• Proficiency with Microsoft Office and standard office technology.

Preferred Qualifications

• Experience working in a behavioral health, federally qualified health center (FQHC), or integrated healthcare setting.

• Experience performing medical record audits or quality assurance reviews.

• Experience with electronic medical record (EMR) systems.

• Familiarity with healthcare accreditation or regulatory compliance standards.

Physical Requirements

• Ability to perform sedentary work with prolonged periods of sitting and computer use.

• Ability to occasionally lift or move up to 10 pounds.

• Visual acuity sufficient to operate a computer, review patient records, analyze documentation, and perform detailed data entry.

• May have limited occupational exposure to bloodborne pathogens and must comply with OSHA safety standards.

SALARY & BENEFITS:

• Competitive salary based on experience
• Comprehensive medical, dental, and vision insurance
• Educational loan repayment programs & Career growth
• Retirement savings plan/401K
• Paid time off programs, rollover hours, 14 paid holidays
• Employee engagement activities, resource groups, and diversity events

REQUEST FOR ACCOMIDATIONS:

If you require an accommodation during the application process, please contact us at jobs@coastalhorizons.org.

We look forward to reviewing your application!

EEO STATEMENT

Coastal Horizons is an Equal Employment Opportunity (EEO) employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, gender identity and expression, national origin, age, disability or protected veteran status. We celebrate diversity and are committed to creating an inclusive environment for all of our associates.