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Medical Records Specialist

    • Job Tracking ID: 512708-849083
    • 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 13, 2023
    • Years of Experience: Up to 2 Years
    • Starting Date: ASAP
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Job Description:

Do you want to make a difference in the lives of patients with Cancer and Blood Disorders?

New England Cancer Specialists (NECS) is currently seeking a full-time Monday-Friday 8 hr./5-dayMedical Records Specialist to join our in-house Medical Records Team.  This position will work primarily off site in a remote environment but must be able to drive to our Scarborough Clinic anywhere between 1-3 times per week to complete assigned tasks.  The Medical Records Specialist is responsible for scanning and importing patient information into patients’ electronic medical record in an accurate and complete manner, this information includes outside physician notes, medical history, exam results, imaging reports, lab tests, diagnoses, and treatment plans. The successful candidate will be accurate, detailed oriented, and be comfortable working independently within NECS standard classifications, HIPAA regulations and follow all legal guidelines and practices. Previous Medical Record experience is preferred. 

NECS offers competitive pay, new employees are eligible to earn up to 3.4 weeks of Paid Time Off in their first year with the practice, as well as an additional 10 paid company holidays. We offer medical, dental and vision insurance and eligibility starts the 1st of the month after your hire date.

NECS is a private medical practice composed of 14 oncologists and hematologists serving the region from 5 different locations in Maine and New Hampshire. Our mission is to make life better for people with cancer and blood disorders. Kindness, compassion, and respect are part of everything that we do - from our phone operators to our physicians, every person on our team is important, and everyone makes a difference. We are proud to be the first Dana Farber Affiliate practice in the country, striving to provide the highest quality care and unmatched, holistic support for every patient, every day.

.  Job Duties:

  • Scans and imports 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 and upload documents to orders folder to corresponding providers for wet signatures.
  • Reviews assigned inbound faxes, uploads faxes to EMR and departments are notified timely of mis-routed faxes.
  • Retrieves stored paper charts as requested by intake staff. Scans historical charts as needed by providers.
  • Provides charts/documents requested for use in legal actions, following patient consent/confidentiality protocols and reviews with manager prior to release.
  • Manages tasking through EMR assigned to Medical Records and completing requests in the appropriate timeline.
  • 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.
  • Responsible for fulfilling third party requests via fax, upload, or flash drive, submits invoice to third party for payment, and notifies NECS billing.
  • Daily review/return of incoming voicemails to the department consistently displaying courtesy and professionalism.
  • Provides back up for reporting in “Close the loop” note completion.
  • Completes PowerShare requests for imaging.
  • Review and respond to RadV, Risk Adjustment and HEDIS audits upon request.
  • Review and respond promptly to department emails in a professional manner.
  • Qgenda review and understand team coverage.
  • Follows all HIPAA protocols. Maintains annual HIPAA training.
  • Assist Compliance Manager with any external audits.

Monday-Friday work week 8:30-5:30, no nights.
Travel: Travel onsite to our Scarborough location multiple times per week, and for all training is required.

Experience and Skills:

  • High School Diploma or equivalent required. Associate degree preferred.
  • Previous Medical Records Department experience using an electronic record and working knowledge of Word, Excel.
  • Knowledge of medical terminology required.
  • Knowledge of medical terminology.
  • Knowledge of legal and ethical considerations related to patient information, including HIPPA guidelines.
  • Skill in putting information in preferred medical record system, meeting clinic standards.
  • Able to handle masses of information in organized manner.
  • Must be skilled in computer and medical records software with knowledge of internal fax servers.
  • Ability to analyze medical records for completeness and accuracy, paying attention to detail.
  • Ability to schedule time and assignments effectively.
  • Ability to work within a team and communicate effectively and respectfully.


  • New England Cancer Specialists offers competitive pay and a comprehensive benefits package to our employees, including part-time employees over 20 hrs. per week. Our benefits include medical, prescription, dental, and vision insurances. Company-paid Life Insurance, Short Term, and Long-Term disability insurances as well as Long Term Care insurance. Other benefits include a company-sponsored retirement program, generous Paid Time Off in addition to 10 Company-paid holidays, and other voluntary benefits
  • Benefits are effective 1st of the month after hire date. 

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