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Medical Records Associate

Habitathealth

Remote · Remote, USA, US

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About this role

Habitat Health empowers older adults to experience more good days in their homes and communities. Through the Program of All-Inclusive Care for the Elderly (PACE), we provide comprehensive medical care along with support for daily needs such as meals, transportation, and in ‑ home assistance. We deliver coordinated clinical and social care in our centers and directly in participants’ homes, creating a fully integrated experience that brings peace of mind and a true sense of belonging. As we expand our scalable, affordable PACE model to meet the growing and complex needs of aging populations, our mission ‑ driven care teams continue to help participants live well on their own terms.

Habitat Health is supported by leading healthcare organizations and investors including New Enterprise Associates, Kaiser Permanente, and Town Hall Ventures. We are entering a period of significant growth and are looking for exceptional teammates to help us scale a better model of care for older adults. To learn more, visit www.habitathealth.com.

Role Scope :  

The Medical Records Associate plays a critical role in supporting high-quality, coordinated care for PACE participants by ensuring medical records are accurate, complete, timely, and accessible across care settings. This role is responsible for managing participant medical records from both internal and external sources while maintaining strict compliance with HIPPA, CMS, and organizational standards.

This position is ideal for someone who is detail-oriented, adaptable, and comfortable helping build and refine workflows in a growing PACE organization.

Core Responsibilities & Expectations:  

• Organize, maintain, and update participant medical records in the EHR system, including creating and indexing documentation from electronic sources.

• Process, manage, retrieve, and follow up on medical records requests with external providers in accordance with HIPPA and organizational policies, ensuring timely receipt.

• Coordinate release of information via electronic transmission, fax, mail, or secure delivery methods.

• Serve as the primary point of contact for internal and external record-related inquiries, managing incoming and outgoing department communications and follow-ups.

• Work closely with care teams and operations to support participant care needs.

• Support care transitions by ensuring records are available for enrollment, discharges, and specialty visits.

• Maintain strict confidentiality of protected health information (PHI).

• Ensure compliance with HIPPA, CMS, and organization policies.

• Identify opportunities to improve medical records workflows and assist with process implementation.

• Support fluctuating workloads and evolving responsibilities as the organization grows.

• Perform additional duties related to medical records and operations as assigned.

Minimum Qualifications:

• Aligns with our purpose and our values, and is excited about living those out in daily practice 

• Ability to thrive in a fast-paced, evolving environment with comfort navigating ambiguity, adapting quickly, and contributing to continuous improvement 

• Strong learning and growth mindset, including seeking feedback, engaging in healthy debate and using data and curiosity to inform decisions. 

• Acts with integrity and ownership, considering the broader organizational impact, doing the right thing, and following through to deliver results. 

• Associate’s degree or higher in H ealth Information Management, Healthcare Administration, or a related field, or equivalent work experience, is required

• Two (2) or more years of experience in medical records, health information management, or healthcare administration

• Demonstrates initiative, accountability, and ownership of assigned responsibilities

• Identifies opportunities to improve workflows and contributes to the ongoing development and optimization of departmental processes

• Effectively prioritizes work while maintaining accuracy, organization, and attention to detail

• Experience working with electronic health record (EHR) systems and standard office technology

• Professional verbal and written communication skills

Nice to have experience:  

• Prior experience using Epic EHR, including Chart Review, Media Manager, Care Everywhere, and In Basket

• Experience in a startup or rapidly growing healthcare organization preferred

• Health Information Management or related healthcare certification (e.g., RHIT, RHIA, or CCS)

• Experience in a PACE organization, value-based care, or medical office setting

• Working knowledge of medical terminology and clinical documentation

• Prior experience retrieving records from external providers

Essential Functions & Physical Requirements  

The following statements describe the general nature of work and physical expectations common across roles at Habitat Health. Specific responsibilities may vary by position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Team members in this role may be expected to :  

• Work in healthcare, administrative, community, or remote environments, depending on role needs. 

• Communicate effectively with participants, caregivers, team members, and other stakeholders in person, by phone, and through electronic systems. 

• Remain stationary and/or move about for extended periods, consistent with job duties. 

• Operate standard office equipment and/or clinical tools (e.g., computers, phones, medical devices, documentation systems). 

• Travel between work sites or community locations as needed. 

• Follow safety procedures, infection control protocols, and use personal protective equipment (PPE) when required. 

• Perform tasks that may involve bending, reaching, lifting, or assisting participants, depending on role responsibilities. 

• Lift, carry, push, or pull supplies, equipment, or materials typically up to 25–50 pounds, with assistance or mechanic

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