About The Role

Carolina Oncology Specialists has been providing compassionate, patient-centered care since 1983, delivering high-quality oncology and hematology services tailored to each individual's needs. Patients benefit from the convenience of receiving chemotherapy treatments in our clinics, along with expert diagnosis, treatment, and management of a wide range of blood disorders.

Why Join Us?

We are seeking talented, compassionate, and highly motivated individuals who are passionate about making a difference. At Carolina Oncology Specialists, you'll have the opportunity to support the meaningful work of community oncology while helping provide exceptional care and hope to the patients and families we serve. Join a team dedicated to clinical excellence, collaboration, and improving lives every day.

Job Description

Job Title: Medical Records Associate

Department: Revenue Cycle Management

Location: Carolina Oncology Specialists -Remote

Reports To: RCM Director

Position Summary

The Medical Records Associate is responsible for maintaining , processing, and securing patient health information at Carolina Oncology Specialists. This role ensures the accuracy, integrity, and confidentiality of medical records while supporting timely access to information for patient care, billing, and compliance. The Medical Records Associate plays a critical role in managing documentation workflows and ensuring adherence to regulatory requirements.

Key Responsibilities

Maintain and manage patient medical records in the electronic health record (EHR) system
Scan, index, and upload medical documents accurately and in a timely manner
Process incoming and outgoing medical records requests in accordance with HIPAA regulations
Ensure completeness, accuracy, and proper documentation within patient records
Respond to internal and external requests for medical records, including patients, providers, and third parties
Track and document all record releases and requests
Assist with chart preparation, record audits, and quality checks
Manage incoming faxes, electronic documents, and correspondence
Support providers and clinical staff with documentation retrieval and record access
Maintain confidentiality and security of all protected health information (PHI)
Identify and escalate discrepancies or missing documentation
Ensure compliance with federal, state, and organizational policies and regulations

Qualifications

Required

High school diploma or equivalent
Minimum of 1–2 years of experience in medical records, healthcare administration, or related field
Knowledge of HIPAA and patient privacy regulations
Experience with EHR systems and document management processes
Strong organizational and attention-to-detail skills

Preferred

Experience in oncology or specialty healthcare setting
Familiarity with scanning systems, electronic indexing, and release of information processes
Certification in Health Information Management (e.g., RHIT, RHIA, or equivalent)

Key Competencies

Strong attention to detail and accuracy
High level of integrity and confidentiality
Effective communication and customer service skills
Organizational and time management skills
Ability to manage multiple tasks in a fast-paced environment
Problem-solving and critical-thinking abilities
Team-oriented and collaborative approach

Working Conditions

Primarily office-based or clinic environment
Frequent interaction with staff, providers, and external requestors
Regular use of computers, scanners, and office equipment

Physical Requirements

Ability to sit for extended periods
Ability to use standard office equipment, including computers, telephones, and scanners
Occasional lifting of files or boxes (up to 20 lbs )