Medical Records Associate

Habitat Health empowers older adults to experience more good days in their homes and communities. Through the Program of All-Inclusive Care for the Elderly (PACE), we provide comprehensive medical care along with support for daily needs such as meals, transportation, and in‑home assistance. We deliver coordinated clinical and social care in our centers and directly in participants’ homes, creating a fully integrated experience that brings peace of mind and a true sense of belonging. As we expand our scalable, affordable PACE model to meet the growing and complex needs of aging populations, our mission‑driven care teams continue to help participants live well on their own terms. 

Habitat Health is supported by leading healthcare organizations and investors including New Enterprise Associates, Kaiser Permanente, and Town Hall Ventures. We are entering a period of significant growth and are looking for exceptional teammates to help us scale a better model of care for older adults. To learn more, visit www.habitathealth.com.

Role Scope:  

The Medical Records Associate plays a critical role in supporting high-quality, coordinated care for PACE participants by ensuring medical records are accurate, complete, timely, and accessible across care settings. This role is responsible for managing participant medical records from both internal and external sources while maintaining strict compliance with HIPPA, CMS, and organizational standards.  

This position is ideal for someone who is detail-oriented, adaptable, and comfortable helping build and refine workflows in a growing PACE organization.  

Core Responsibilities & Expectations:  

• Organize, maintain, and update participant medical records in the EHR system, including creating and indexing documentation from electronic sources.  

• Process, manage, retrieve, and follow up on medical records requests with external providers in accordance with HIPPA and organizational policies, ensuring timely receipt.  

• Coordinate release of information via electronic transmission, fax, mail, or secure delivery methods. 

• Serve as the primary point of contact for internal and external record-related inquiries, managing incoming and outgoing department communications and follow-ups.  

• Work closely with care teams and operations to support participant care needs.  

• Support care transitions by ensuring records are available for enrollment, discharges, and specialty visits.  

• Maintain strict confidentiality of protected health information (PHI). 

• Ensure compliance with HIPPA, CMS, and organization policies. 

• Identify opportunities to improve medical records workflows and assist with process implementation.  

• Support fluctuating workloads and evolving responsibilities as the organization grows.  

• Perform additional duties related to medical records and operations as assigned. 
   

Minimum Qualifications:  

• Aligns with our purpose and our values, and is excited about living those out in daily practice  

• Ability to thrive in a fast-paced, evolving environment with comfort navigating ambiguity, adapting quickly, and contributing to continuous improvement  

• Strong learning and growth mindset, including seeking feedback, engaging in healthy debate and using data and curiosity to inform decisions.  

• Acts with integrity and ownership, considering the broader organizational impact, doing the right thing, and following through to deliver results.  

• Associate’s degree or higher in Health Information Management, Healthcare Administration, or a related field, or equivalent work experience, is required 

• Two (2) or more years of experience in medical records, health information management, or healthcare administration  

• Demonstrates initiative, accountability, and ownership of assigned responsibilities  

• Identifies opportunities to improve workflows and contributes to the ongoing development and optimization of departmental processes 

• Effectively prioritizes work while maintaining accuracy, organization, and attention to detail 

• Experience working with electronic health record (EHR) systems and standard office technology 

• Professional verbal and written communication skills 

 

Nice to have experience:  

• Prior experience using Epic EHR, including Chart Review, Media Manager, Care Everywhere, and In Basket 

• Experience in a startup or rapidly growing healthcare organization preferred 

• Health Information Management or related healthcare certification (e.g., RHIT, RHIA, or CCS) 

• Experience in a PACE organization, value-based care, or medical office setting  

• Working knowledge of medical terminology and clinical documentation 

• Prior experience retrieving records from external providers 

 

Essential Functions & Physical Requirements  

The following statements describe the general nature of work and physical expectations common across roles at Habitat Health. Specific responsibilities may vary by position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Team members in this role may be expected to:  

• Work in healthcare, administrative, community, or remote environments, depending on role needs.  

• Communicate effectively with participants, caregivers, team members, and other stakeholders in person, by phone, and through electronic systems.  

• Remain stationary and/or move about for extended periods, consistent with job duties.  

• Operate standard office equipment and/or clinical tools (e.g., computers, phones, medical devices, documentation systems).  

• Travel between work sites or community locations as needed.  

• Follow safety procedures, infection control protocols, and use personal protective equipment (PPE) when required.  

• Perform tasks that may involve bending, reaching, lifting, or assisting participants, depending on role responsibilities.  

• Lift, carry, push, or pull supplies, equipment, or materials typically up to 25–50 pounds, with assistance or mechanical aids, depending on job duties and role responsibilities.  

 

Compensation:   

We consider an individual’s qualifications, skillset, and experience in determining a final rate of pay. The expected annual salary range for this role is $17.00 - $23.00 and is a bonus-eligible position.  

The final compensation offered will be determined based on factors including, but not limited to, the candidate's qualifications, skills, experience, education, certifications, geographical location, and business needs.  

In addition, this position is eligible for a comprehensive benefits package, including medical, dental, and vision insurance; paid parental leave, short- and long-term disability coverage; life insurance; flexible spending accounts; a 401(k) savings plan that includes a match; paid time off; and company paid holidays.  

At-Will Employment   

Employment with Habitat Health is at-will. This means that either the employee or the employer may terminate the employment relationship at any time, with or without cause, and with or without notice, subject to applicable law. Nothing in this job posting or any other company document is intended to create a contract of employment, express or implied, or to alter the at-will nature of employment.  

Any written or oral statements to the contrary are not authorized unless made in writing and signed by an authorized representative of the Company.  

Because this is a remote position, employment will be governed by the laws applicable to the employee’s work location, and applicable legal requirements will be followed.  

 

Vaccination Policy, including COVID-19

To help maintain a safe environment for our participants and team members, Habitat Health maintains vaccination and infection control policies applicable to certain roles and work locations. For COVID-19 and influenza, team members who are working in a participant care setting are required to provide either proof of vaccination or a signed declination form and comply with applicable masking requirements while in a care setting to the extent permitted by law in the applicable jurisdiction. 

Habitat Health will consider requests for reasonable accommodation based on an applicant's disability, medical condition, or sincerely held religious belief, practice, or observance in accordance with applicable law. 

As a condition of employment, team members are expected to comply with all applicable infection control protocols, personal protective equipment (PPE) requirements, and vaccination requirements associated with their role and work location, and to the extent required by law and as permitted in the applicable jurisdiction. 

Our Commitment to Equal Opportunity and Inclusion

Habitat Health is an Equal Opportunity Employer committed to the principles of equal opportunity and inclusion. Employment decisions at Habitat Health are based on qualifications, merit, and business needs. We do not discriminate on the basis of race, color, religion, creed, sex, gender (including pregnancy, childbirth, breastfeeding, and related medical conditions), gender identity, gender expression, sexual orientation, marital status, registered domestic partner status, age, national origin, ancestry, citizenship, military or veteran status, physical or mental disability, medical condition, genetic information, reproductive health decision-making, or any other characteristic protected by applicable federal, state, or local law. 

Habitat Health is committed to the full inclusion of all qualified individuals. Consistent with applicable law, we provide reasonable accommodations to qualified individuals with disabilities and to individuals with religious beliefs, practices, or observances that require accommodation. 

If you require a reasonable accommodation to participate in the application or interview process, perform the essential functions of a position, or receive other employment benefits and privileges, please contact us at careers@habitathealth.com. 

We encourage individuals from all backgrounds to apply, even if their experience does not align perfectly with every qualification listed. 

E-Verify Participation Notice  

Habitat Health participates in E-Verify and will provide the federal government with information from your Form I-9 to confirm your authorization to work in the United States. 

If E-Verify cannot confirm your authorization to work, Habitat Health will provide you with written instructions and an opportunity to contact the Department of Homeland Security (DHS) and/or the Social Security Administration (SSA) to resolve the issue before any adverse employment action is taken, including termination of employment. 

E-Verify is used only after an applicant has accepted an offer of employment and completed the Form I-9 and to the extent permitted by applicable law. 

Habitat Health complies with all federal and state employment eligibility verification requirements. 

Beware of Scams and Fraud  

Habitat Health is committed to protecting job seekers from recruitment scams. Please ensure that you submit applications only through Habitat Health's official careers website or authorized job boards. 

Official communications from Habitat Health recruiters and team members will come from email addresses ending in @habitathealth.com. Habitat Health will never ask applicants to pay fees, purchase equipment, or provide sensitive financial information as part of the recruiting or hiring process. 

If you receive suspicious communications claiming to represent Habitat Health, we encourage you to exercise caution and independently verify the communication before responding. 

If you believe you have been the victim of a recruitment scam or fraudulent job posting, please report the incident to the Federal Trade Commission (FTC) through its fraud reporting website at reportfraud.ftc.gov.