Medical Records Associate

    • Job Tracking ID: 512708-728504
    • Job Location: Scarborough, ME
    • Job Level: Entry Level (less than 2 years)
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: March 19, 2020
    • Years of Experience: Up to 2 Years
    • Starting Date: ASAP
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Job Description:

New England Cancer Specialists (NECS) is currently seeking a full time Monday-Friday, Medical Records Associate in our Scarborough location.The Medical Records Associate is responsible for scanning patient information into patients’ electronic charts/medical record in an accurate and complete manner.  Will use standard and NECS classification and maintain historical indexes.  Scans patients’ health information including outside physician notes and medical history, exam results, imaging reports, lab tests, diagnoses, and treatment plans. Checks to ensure all forms are completed, properly identified, and signed and that all necessary information is in the entered into the EMR in the preferred manner such as chronological. Responsible for completing record requests from outside facilities.  Will be available to cover the NECS front desk as needed, completing Front Desk tasks in an accurate and complete manner.

NECS is a private medical practice composed of 15 oncologists and hematologists serving the state and region from 4 different locations in Maine. NECS is committed to achieving the best outcome and providing unmatched support in all areas for every patient. Nationally recognized as 1 of 12 Oncology Medical Homes in the nation and the first private practice to become a member of the Dana Farber Cancer Care Collaborative. NECS brings together top clinicians, researchers, and dedicated medical professionals, clinical and non-clinical to create the best possible experience for our patients. 

Job Duties:

  • Scans documents into the Electronic Medical Record in a timely manner, ensuring accuracy of document identification and placement within the record. 
  • Submits files/documentation to physicians and other clinicians as requested for review, quality assurance checks, and other purposes in a timely manner.
  • Completes requests for all historical charts. Retrieves stored paper charts as requested by other staff. Scans historical charts as needed by providers.
  • Provides charts/documents requested for use in legal actions, following patient consent/confidentiality protocols.
  • Responsible for fulfilling record requests from outside offices both verbal and written, displaying phone courtesy, using professional correspondence and completing requests in the appropriate timeline. 
  • Follows all HIPAA protocols.  Maintains annual HIPAA training.
  • Keeps work area neat and organized.
  • Able to cover the NECS Front Desk as needed, completing Front Desk tasks in an accurate and complete manner.
  • Other duties as assigned.


Experience and Skills:

  • High School Diploma or equivalent required. Associate’s degree preferred.
  • Previous Medical Records Department experience using an electronic record and working knowledge of Word, Excel and medical terminology is desired.
  • Knowledge of Medical Terminology
  • Knowledge of legal and ethical considerations related to patient information, including HIPAA guidelines.
  • Skilled in putting information in preferred medical record system, meeting clinic standards.
  • Able to handle large quantities of information in organized manner.
  • Skilled in computer and medical records software with knowledge of internal fax servers.
  • Review medical records for completeness and accuracy, paying attention to detail.
  • Schedule time and assignments effectively
  • Work within a team environment effectively and respectfully


New England Cancer Specialists offers competitive pay and benefits to our employees. Benefits include medical, prescription, dental and vision insurances.  Short Term and Long Term disability insurances, tuition reimbursement, generous paid time off, company paid holidays, and 401(k)

Our employees donate 100% of their Friday Jeans Money back to our patients.  When we wear jeans to work on Friday, we agree to donate $2.00 to help those in need.  This money is distributed to the Financial Advocates in our Topsham, Scarborough, and Kennebunk sites, and then changed into gift cards to help our patients with food, gas, and other necessities thy may need assistance with.

Equal Employment Opportunity Policy

New England Cancer Specialists provides equal employment and promotional opportunity to all qualified employees and applicants, on the basis of experience, knowledge, training, education, ability to perform the essential functions of a position, and overall performance. All employment and promotional opportunities will be conducted in a lawful basis without regard to an individual’s race, gender, age, religion, national origin, ancestry, color, physical or mental disabilities, sexual orientation, marital status, veteran status, or other characteristic protected under Federal, State, or local law.

If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time by contacting Human Resources at (207) 303-3372 or email us at