Medical Records Assistant Jobs in Union, NJ (NOW HIRING)

Position Summary:

The Medical Assistant (MA) will play a vital role in supporting value-based care delivery by ensuring accurate and complete patient documentation, facilitating provider readiness through pre-visit planning, and coordinating the timely retrieval and integration of external medical records. This role focuses heavily on optimizing VBC performance metrics by ensuring providers have access to actionable clinical data during patient encounters, especially Annual Wellness Visits (AWVs).

Key Responsibilities:

Medical Records & Documentation Support

• Actively retrieve external medical records from hospitals, laboratories, imaging centers, specialists, and other health systems via fax, phone, electronic portal, or other secure means.

• Review, organize, and upload medical records into the appropriate sections of the clinic’s Electronic Health Record (EHR) system(s).

• Tag relevant documents (labs, consults, imaging results) using standardized naming and filing conventions to support care coordination and risk adjustment.

Pre-Visit Planning

• Prepare and maintain Pre-Visit Checklists for upcoming appointments, including:

• Outstanding care gaps (HEDIS/Stars)

• Due screenings

• Risk conditions (HCC) requiring MEAT documentation

• Previous hospitalizations, ER visits, or consults

• Ensure all relevant data is available in the EHR before the provider sees the patient.

• Collaborate with front desk and care coordination teams to confirm patient eligibility, health plan attribution, and needed consents.

Annual Wellness Visit (AWV) Support

• Prepare AWV documentation packets including:

• Health Risk Assessments (HRAs)

• Depression screenings (PHQ-9)

• Cognitive screenings (e.g., Mini-Cog)

• Advance Care Planning (ACP) forms

• Ensure pre-loaded templates in the EHR for provider use during AWVs.

• Flag any missing elements or overdue items required for VBC coding and compliance.

VBC Screening & Quality Support

• Proactively identify patients due for preventive screenings (e.g., colorectal, breast cancer, diabetic eye exam, A1c) based on health plan requirements and internal tracking.

• Support care team by preparing documentation and screening reminders.

• Assist in submitting supplemental data to payors, as directed by the quality or coding department.

General Clinical Support (as needed)

• Perform intake and rooming of patients: vitals, medication reconciliation, chief complaint, and visit reason documentation.

• Administer immunizations or point-of-care testing per standing orders (if credentialed).

• Assist providers during examinations or minor procedures, as necessary.

Qualifications:

Required:

• High school diploma or equivalent

• Completion of a certified Medical Assistant program

• Minimum 1 year of experience in a primary care or clinical office setting

• Familiarity with EHR systems (e.g., eClinicalWorks, Athena, Epic, or similar)

• Proficiency in medical terminology and understanding of clinical documentation workflows

• Strong organizational skills and attention to detail

Preferred:

• Prior experience in value-based care, Medicare Advantage, or HCC documentation workflows

• Experience preparing documentation for AWVs and pre-visit planning

• Bilingual (English + Korean)

Skills and Competencies:

• Exceptional communication and interpersonal skills

• Ability to work independently and as part of a team

• Knowledge of CMS risk adjustment and quality measures (HEDIS, Stars, HCCs)

• Data entry accuracy and EHR navigation skills

• Ability to prioritize and manage multiple tasks in a fast-paced clinic environment

Physical Requirements:

• Ability to lift up to 25 pounds

• Ability to stand for extended periods

• Frequent walking, sitting, typing, and using standard office/clinical equipment

Work Environment:

• On-site work in a clinic environment with occasional travel to other office locations

• Exposure to confidential health information requiring adherence to HIPAA standards