Medical Records Specialist

Position Summary

The Medical Records Specialist is responsible for ensuring the accuracy, completeness, and confidentiality of medical records at Yellowstone Boys and Girls Ranch (YBGR). This role supports the maintenance of up-to-date documentation, assists in HIPAA compliance, and contributes to quality improvement initiatives across the organization.

$19.21 - $21.62 per hour. Salary reflects steps 1-5 of an 11-step pay schedule. The starting salary will be determined based on the applicant’s education and relevant experience.

• Manage Medical Records:
  Prepare, log, transmit, and receive medical records and correspondence in compliance with HIPAA, 42 CFR Part 2, and YBGR policies.
• Ensure Documentation Accuracy:
  Audit clinical documentation, follow up on discrepancies, and support compliance with regulatory standards.
• Support Quality Improvement:
  Monitor and report quality concerns, participate in improvement initiatives, and assist in audit preparation.
• Maintain Authorization and Logs:
  Verify authorizations and maintain accurate transmittal logs.
• Facilitate Client Transitions:
  Gather documentation to support client referrals to appropriate levels of care.
• Assist with Incident Reporting:
  Support the transmission of incident reports in accordance with laws and organizational policies.
• Provide HIPAA
  
  Education:
  
  Offer guidance and support to stakeholders on HIPAA compliance and documentation standards.
• Participate in Meetings and Training:
  Engage in supervision, coaching, and required training sessions.
• Contribute to Organizational Goals:
  Support YBGR’s mission, values, and strategic objectives through individual and team performance.
• Represent YBGR Professionally:
  Maintain constructive relationships and act as a professional representative of the organization.

• Must be at least 21 years of age.
• Must successfully pass a criminal background check and child abuse registry clearance as required by the State of Montana.
• High School Diploma or GED required.
• Minimum of two (2) years of professional experience in medical records management or a related administrative healthcare role.

• Proficient in computer systems and technology, with the ability to quickly learn and navigate YBGR’s electronic medical records (EMR) and other software platforms.
• Demonstrated reliability in attendance and punctuality.
• Strong attention to detail with a high degree of accuracy in managing sensitive information.
• Effective problem‑solving and decision‑making skills; able to work independently and meet deadlines with minimal supervision.
• Self‑motivated and forward‑thinking, with a commitment to continuous improvement and professional growth.
• Collaborative mindset with a team‑first approach to success.
• Excellent interpersonal and communication skills, essential for building relationships, resolving issues, and working effectively across departments.
• Ability to maintain confidentiality and uphold HIPAA standards in all aspects of work.
• Demonstrate being self‑motivated, self‑disciplined, and diligent with forward thinking.
• Demonstrate the ability to think of their team over self and define success collectively rather than individually.
• The ability to effectively interact and communicate with others. These skills are essential for building and maintaining relationships, collaborating with colleagues, resolving conflicts, and navigating various social situations.
• Commitment to YBGR’s values:
  Faith, Integrity, Relationship, and Stewardship.
• Willingness and ability to obtain certification in First Aid/CPR and Violence Intervention Prevention.

The physical and environmental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

• Physical Requirements:
  • Ability to remain in a stationary position (e.g., seated or standing) for extended periods.
  • Frequent use of hands and fingers for typing, filing, and handling documents.
  • Occasional lifting and carrying of materials or boxes weighing up to 25 pounds.
  • Ability to move about within the office and other program areas as needed.
  • Visual acuity to read and interpret documents, data, and computer screens.
• Environmental Conditions:
  • Work is performed primarily in a standard office environment with moderate noise levels and controlled temperatures. It is the judgement of the Supervisor to determine if the employee is approved to work from a remote setting or if they should be required to work from one of the YBGR offices.
  • Daily exposure to confidential and sensitive information requiring discretion and compliance with privacy regulations.
  • May require occasional travel between YBGR locations or external agencies for records‐related tasks.