Penn State Job Catalog

Additional levels that exist for this job profile can be seen below.
Missing levels within the leveling matrix can be added based on business need.

The Healthcare Records Assistant maintains the integrity, accuracy, and security of patient health information; is responsible for maintaining healthcare data systems, ensuring compliance with applicable regulations, and supporting the timely and appropriate release of medical information; works closely with healthcare providers, patients, and other stakeholders to ensure high-quality data management and excellent customer service.

• Maintain, verify, analyze, and update healthcare information across multiple record systems
• Review medical records for completeness, accuracy, and compliance with established standards
• Process, classify, and integrate medical information into the electronic health record system
• Administer and interpret quality control reports to ensure data integrity and identify discrepancies
• Perform audits of medical record documentation to ensure adherence to policies and standards
• Evaluate, authorize, prepare, and respond to requests for patient protected health information
• Ensure all disclosures comply with federal and state regulations, laws, and institutional policies
• Maintain accurate logs and databases to track disclosures, authorizations, and access to health records
• Communicate effectively with healthcare providers, legal entities, and other requesters regarding the status and requirements of information requests
• Ensure timely, thorough, and efficient processing of all record requests
• Provide guidance on regulations, guidelines, and standards related to the collection, use, and release of healthcare data
• Maintain current knowledge of changes in healthcare laws, policies, and industry standards
• Support departmental compliance initiatives and contribute to policy and procedure updates as needed
• Respond to patient, student, and customer inquiries related to health records and data access
• Educate and counsel patients on their HIPAA rights, including privacy, access, and authorization requirements
• Provide clear, professional assistance to individuals requesting medical information, ensuring a high level of service and confidentiality
• Assist with answering incoming telephone lines and directing or resolving inquiries appropriately

Level:

– Senior Support

Base Description:

– Completes administrative activities and tasks of a technical or functional nature.

Level Summary:

– Demonstrates proficient and comprehensive knowledge of defined skill areas. Applies knowledge of principles, practices, and procedures of a particular field to decision–making and problem–solving. Works under minimum supervision on varied and sometimes difficult work assignments, conferring with supervisor or subject matter experts on unusual matters. May lead others or a team in completion of complex assignments. Interprets and communicates information clearly, accurately, and persuasively. Researches and tries new approaches when solving difficult or novel problems.

Supervisory Responsibilities:

– May serve as lead support staff and/or provide basic direction to lower level support staff
– May serve as direct supervisor for part–time, student, and/or temporary workers or volunteers

Fiscal Responsibilities:

– Handles financial transactions
– May validate and pay invoices
– May monitor/track budgets for specific area and/or grant(s)

Problem Solving:

– Encounters generally routine problems; occasionally faces more complex and/or varied problems
– Typically follows recommended course of action and procedures to resolve problems
– May use experience to resolve more complex and/or varied problems, with supervisor oversight
– Demonstrates proficient and comprehensive knowledge of institutional policies and procedures in determining course of action

Independence of Action:

– Works with minimal supervision on more difficult work assignments, conferring with supervisor on unusual matters
– May set priorities and organize work within general guidelines established by supervisor

Communication and Collaboration:

– Communicates internally within working unit and/or the University
– May communicate with external audiences for scheduling/coordination
– Collaborates closely with team members; may interact with other staff outside of area
– Interprets and communicates information, ideas and instructions clearly and accurately both verbally and in written materials that may be intended for distribution

• Comp Grade – 6
• Minimum – $42,100.00
• MidPoint – $51,600.00
• Maximum – $61,000.00

• Auditing
• Customer Service
• Data administration
• Data management
• Document processing
• Health administration
• Operations management
• Patient advocacy
• Records management
• Regulatory compliance
• Reporting