Medical Records Associate HIM - 40 Hours

Location: Winchester, MA
Job ID: 176952-1A
Date Posted: Jun 21, 2022
Category: Support

Save Job Job Saved

Job Description

Welcome To

Welcome to Winchester Hospital, part of Beth Israel Lahey Health. Winchester Hospital was the first hospital in Massachusetts to earn Magnet recognition, the American Nurses Association’s highest honor for nursing excellence, three times. It has since received the recognition a fourth time. As the northwest suburban Boston area’s leading provider of comprehensive health care services, the 229-bed facility provides care in general, bariatric and vascular surgery, orthopedics, pediatrics, cardiology, pulmonary medicine, oncology, gastroenterology, rehabilitation, radiation oncology, pain management, obstetrics/gynecology and a Level IIB Special Care Nursery.


About the Job

JOB SUMMARY:Contributes to the Hospital’s mission by scanning, indexing, and timely movement of patient medical records into an electronic format. Convert hard copy medical record documentation into digitized images and indexing images to the correct document type, correct patient, and encounter ensuring medical information is available and accessible for patient care, revenue cycle, and third party requests.. This position has an impact on quality patient care, physician and staff satisfaction and financial reimbursement because accurate and complete medical records are key to efficient patient care and billing processes.



Required: High School Diploma or equivalent

Previous office experience in a health care setting

Computer skills, Epic experience desirable


Preferred: Six (6) months of clerical experience, preferably with medical records


  •  For safety and quality reasons, must be able to read, write and communicate effectively in English with patients, visitors and fellow members of the hospital team
  •  Knowledge of medical terminology
  •  Computer skills
  • Attention to detail
  •  Ability to troubleshoot problems and work independently

Preferred: Knowledge of medical terminology


As part of the HIM team, this position performs a variety o functions associated with the maintenance and retrieval of patient electronic medical records:

  • Prepares medical records for scheduled procedures by scanning the required forms per procedure and department protocol. Verifies the record is updated and complete in preparation for patient care.
  • Scans all paperwork received in Health Information Management accurately, appropriately, and expeditiously to the correct patient, category, and correct encounter.
  •  Scan medical record for WPA practices appropriately and expeditiously for continued care.
  • Distributes medical record materials in compliance with HIPPA, legal requirements, state and federal guidelines and hospital policies and procedures which may include electronically via fax, interoffice delivery, mail, and priority mailing.
  • Scans archived paper records to convert paper documentation into retrievable electronic format. Takes care to ensure scanned materials reference the proper patient and appropriate encounter.
  • Understands and uses department computers and healthcare systems in an appropriate and efficient manner.
  • Maintains the integrity of the enterprise master patient index by merging duplicate medical record numbers. This requires critical thinking to support the integrity of the hospital’s legacy and current electronic health record system. Merge decisions must only be made after careful and thorough investigation since a duplicate medical record for a patient could impede the patient care process.
  • Reviews discharge and other procedure paperwork to ensure completeness. Assembles materials into the proper order discarding documents already available in Epic.
  • Requests stat and other Dictaphone/transcription requests and follows up to ensure timely completion. Escalates and communicates delays that are not within department norms and/or physician or patient care unit’s request.
  • Answers phones. Answers common, non-clinical, non-legal questions and escalates questions as appropriate. Provides general information regarding the medical records policies and processes.


  1. Bending, stretching and lifting is required in handling, delivering and filing medical records and reports and maintaining file area in a neat and organized manner.  Proper use of a foot stool.
  2. Duties include periods of sitting, standing and walking. 
  3. Ability to enter information into a computer or similar devise using normal dexterity.  Vision acuity to view computer monitor and read text on screen for accuracy.
  4. Ability to operate office equipment including medical record scanner and software.



40 Hours Weekly

About Us

Beth Israel Lahey Health is dedicated to improving health and wellness and making a difference in the lives of our patients, their families and all members of the communities we serve.  Formed in March 2019, Beth Israel Lahey Health is a patient-centered, integrated care delivery system providing a continuum of services spanning academic, tertiary and community hospitals, dedicated orthopedic and psychiatric hospitals, primary and specialty care, community acute care, ambulatory care, behavioral services and home health.  Beth Israel Lahey Health Performance Network is a unified joint contracting and population health management organization, jointly governed by participating physicians and hospitals.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans.