Medical Records Specialist

    • Job Tracking ID: 2020-664*
    • Job Location: Petaluma, CA
    • Job Level: Entry Level (less than 2 years)
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: January 31, 2020
    • Years of Experience: Up to 2 Years
    • Starting Date: ASAP
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Job Description:

Supporting Community Healthcare is a rewarding experience, come join an amazing organization!


The Petaluma Health Center’s mission is to provide high quality health care, with access for all, in Southern Sonoma County. The Center accomplishes this mission through collaborative, innovative programs, services and referral resources that meet the economic needs of the entire community.

The Petaluma Health Center is an nine-time award winner in the North Bay Business Journal’s Best Places to Work for 2018, 2017, 2016, 2015, 2014, 2013, 2012, 2011 and 2009 and we were named as one of the Healthiest Companies in the North Bay' by the North Bay Business Journal for the last 5 consecutive years.

We are a Federally Qualified Health Center (FQHC) that provides primary medical care and mental health services to residents of Petaluma, Rohnert Park, Cotati, Penngrove and surrounding areas. We are organized as a private, non-profit corporation and governed by a consumer and community led Board of Directors.

For more information about us, please visit us at

Position Title: Medical Records Specialist

Summary: The Medical Records Specialist is an entry-level team based position for the Petaluma Health Center. The Medical Records Specialist compiles, processes, and manages health information records by ensuring patient records remain accurate, complete, current, confidential, and are compliant with federal and state regulations, HIPAA, and PHC policies and procedures.

Areas of Responsibility:

Patient Care

  • Scan/upload medical records/reports into eCW (EHR.)
  • Responds to written requests for patient information and calls from other facilities.
  • Chart prep prior to the patient’s appointment.
  •  Daily huddle with assigned providers.
  •  Receives daily incoming mail & fax distributes as needed to appropriate recipients.
  • Copying patient records requests and/or complete records requests from outside sources, adhering to timelines for completion.
  •  Tracking all paperwork dropped off by patient and assuring all paperwork is returned to patient within the time frame.



  • Complete telephone encounters received from providers, staff and patients daily.
  • Check providers’ schedules each morning for any added appointments.
  • Chart prep for the following day prior to end of shift.
  • Follow up on pending/outstanding referrals daily.

Record Maintenance

  • Fax or mail various reports, provider orders, lab notifications, etc. per provider request.
  • File and/or document requested information into patient chart(s).
  • Mail: open, scan and /or distribute mail to appropriate recipients.
  • Follow up on the deceased and transfer care protocol.

Experience and Skills:

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Completion of medical records or medical secretarial program, preferred.
  • Experience in completing forms with detail.
  • Sensitivity to the needs and situations of a multi-cultural population from a variety of income levels.
  • Excellent communication skills, both written and verbal.


  • High school diploma or equivalent
  • One year or more experience as a file or records clerk in a health care setting, preferred

Other Desired Skills:

  • Ability to prioritize work and ability to multitask. 
  • Strong clerical and computer skills
  • Excellent internal and external customer service skills and ability to maintain a positive attitude under pressure.
  • Strong organizational, administrative and problem-solving skills, and ability to be flexible and adaptive to change.
  •  Work in a team-oriented environment with a number of professionals with different work styles and support needs.
  •  Excellent interpersonal, verbal, and written skills and ability to effectively work with people from diverse backgrounds and be culturally sensitive.
  •  Be creative and mature with a “can do”, proactive attitude 


Licenses and Certifications: None

Language Skills: Ability to communicate effectively in English and Spanish with children and adults in person, on the telephone, and in writing. Ability to effectively present information and respond to questions and requests from patients, co-workers and others as necessary.

Mathematical Skills: Ability to add, subtract, multiply, divide in all units of measure, using whole numbers, common fractions and decimals.

Reasoning Ability: Ability to recognize problems, collect data, and establish facts.

Computer Skills: Computer literate and proficient in MS Office (Word, Excel and Outlook), electronic medical records and web applications.


Petaluma Health Center is an equal opportunity employer.

Please apply directly through our career page at