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Medical Records Assistant

Title: Medical Records Assistant

Full-Time / In-Office: Agoura Hills, CA
Pay Rate: $20-$25/hour

Purpose: The MRA plays a pivotal role in ensuring clinical/medical documentation compliance. He/She employs meticulous attention to detail when reviewing treatment facility records, physician notes, patient medical, and patient health insurance benefit information. These activities ensure complete and accurate health information is accessible within a timely manner and enables the timely processing of requests in accordance with state, federal, and HIPAA standards.

Benefits: Full Benefits (medical, dental, vision, and PTO) – Employer contributes 50%!

Duties and Responsibilities

Duties and Responsibilities will include, but may not be limited to:

  • Supports audit readiness; prepares clinical documentation in accordance with audit record requests
  • Requests records from accounts (facilities) and provide instruction to review, prior to submission
  • Informs accounts of level of care guidelines and medical necessity criteria expected
  • Reviews clinical documentation for medical necessity and level of care criteria accuracy
  • Adheres to strict medical record checklists when conducting audits
  • Prioritizes record requests based on original date requested and type of request(s)
  • Notifies accounts (facilities) of deficiencies in medical necessity or attendance
  • Communicates missing attendance to the billing department and ensures a corrected claim is submitted with appropriate records, if necessary
  • Informs supervisor of weak clinical documentation and/or ongoing significant documentation deficiencies
  • Follows up with accounts regularly to ensure records are reviewed and submitted in a timely manner
  • Prepares and submits records via email, fax, or priority mail
  • Downloads, collects, and files documentation from EMR systems
  • Owns organization and tracking of all record submissions
  • Updates billing software with mailing addresses, tracking #s, submission dates, etc.
  • Verifies all facility/staff licenses and certifications are valid and current, prior to record submission
  • Collects and securely files/stores facility/staff licenses and certifications on each account
  • Drafts cover letters included with record submissions
  • Prints claim forms to include with record submissions

Minimum Requirements


  • High school diploma required; college degree preferred
  • Two years’ experience in medical billing, OR two years’ experience working directly with substance abuse and/or mental health treatment centers
  • Working knowledge of medical terminology, levels of care, ASAM, and insurance relating to substance abuse/mental health
  • Familiar with HIPAA, JCAHO, and DHCS policies
  • Familiar with EMR (electronic medical records) systems such as (Kipu, Best Notes, Zen Charts, etc.)
  • Proficient with MS Office Suite (word processing, email, etc.)


  • Enjoys working in a collaborative environment 
  • Works with a sense of duty – values strong attention to detail 
  • Works with a sense of urgency as these documents are often time-sensitive 
  • Ability to multitask, prioritize, and remain organized 
  • Excellent interpersonal skills and strong communication 
  • A desire to help people in a meaningful way

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