FAMILY SOLUTIONS OF OHIO

Department: Operations & Clinical Records
Reports To: Operations Manager
Location: Bedford Heights, Ohio
Classification: Salaried
Status: Full-Time

POSITION SUMMARY

The Administrative & Medical Records Assistant provides essential support to both the front-office administrative operations and clinical documentation processes. This dual-role position requires a highly organized individual with strong attention to detail, confidentiality, and a service-oriented mindset. The assistant ensures that medical records are managed according to company policies, HIPAA regulations, and accreditation standards, while also supporting day-to-day administrative functions for the program site.

REQUIRED QUALIFICATIONS

• Education: Bachelor’s Degree preferred (or equivalent combination of education and experience).
• Experience: At least 3 years in medical records or administrative roles in a healthcare or mental health setting.
• Technical Skills: Proficiency in EHR systems, Microsoft Office, and office equipment.
• Other: Valid Driver’s License; successful completion of background check and drug screening.
• English/Spanish Language Proficiency: Candidates with expert spoken, written, and reading proficiency in both English and Spanish are highly preferred however, this is not a mandatory requirement for the position.

DESIRED SKILLS

• Strong attention to detail, confidentiality, and data accuracy.
• Effective interpersonal, communication, and customer service skills.
• Ability to multitask, prioritize, and work independently in a fast-paced environment.
• Understanding of HIPAA, CMS, and documentation standards.
• Comfortable collaborating with cross-functional teams including compliance, HR, and clinical staff.

MEDICAL RECORDS DUTIES

• Maintain client records in compliance with agency policies, HIPAA, and CARF standards.
• Organize and file all client-related documentation (physical and electronic).
• Scan, update, and verify documents in the Electronic Health Record (EHR) system.
• Conduct routine quality assurance audits of client records in collaboration with the QA&PI team.
• Retrieve charts for appointments or internal audits and return them to proper storage.
• Track and coordinate the release of Protected Health Information (PHI); ensure documentation and logs are accurate.
• File medical records and track documentation for compliance.

ADMINISTRATIVE DUTIES

• Greet visitors, answer incoming calls, and ensure front-office efficiency.
• Compose, print, and distribute memos or reports as needed.
• Maintain client and employee census data, ensuring up-to-date and secure recordkeeping.
• Track office inventory (supplies, marketing materials, uniforms) and coordinate replenishments with corporate.
• Support corporate HR activities such as collecting staff paperwork and submitting training documentation.
• Assist with preparation for staff meetings and trainings (e.g., room setup, materials, refreshments).
• Serve as backup to business office personnel and assist billing, compliance or finance departments when necessary.