Optage Medical Records Specialist

Overview

Optage, a division of Presbyterian Homes, is seeking a medical administrative professional to join its Home Office team as the Optage Medical Records Specialist to support our Home Health frontline workers with coordination of care services, medical records, and additional office support. This position will work alongside other back office functions to ensure a seamless customer experience for our clients and family members.

Schedule: This position is 40 hours/week during normal business hours.

Location: This position is on-site/in-person in Roseville, MN.

Consider joining our team in providing compassionate and high quality care and services within a caring Christian environment. EOE/AA

Responsibilities

The Medical Records Specialist is responsible for managing, organizing, and maintaining client records. This position will ensure all documentation meets federal and state  regulations, upholds confidentiality standards, and supports the agency’s clinical and administrative teams.

Clinical Documentation:

• Collect, review, and maintain client records (electronic and paper) in compliance with HIPAA and the Department of Health regulations.
• Scan, index, and file documentation accurately in the electronic medical records (EMR) system.
• Ensure timely completion of charts, including physician’s orders, face-to-face requirements, care plans, and otherrelevant documentation.

Quality Assurance & Compliance:

• Perform regular audits of client records to ensure accuracy, completeness, and compliance with federal and stateguidelines.
• Monitor record retention schedules, ensuring documents are archived or disposed of according to policy.
• Collaborate with employees to rectify incomplete or missing information in client files.

Data Entry & Reporting:

• Enter and update client data, ensuring high accuracy and proper coding for billing and reporting. Generate reports on record-keeping metrics, compliance audits, and other documentation-related activities as needed.

Collaboration & Communication:

• Act as the primary liaison between clinical teams, billing, and administration to facilitate smooth information flow.
• Respond promptly to requests for client records from authorized individuals and coordinate the release ofinformation following HIPAA guidelines.
• Provide training and support to employees on documentation standards and EMR usage.

Qualifications

• High school diploma or equivalent.
• Minimum of one year experience in home health, hospice, senior housing, or health care-related environmentpreferred.
• Must understand basic medical/clinical terminology and reimbursement.
• Must have strong communication, problem-solving skills, and customer experience focus.
• Must be able to work independently and multi-task with minimal supervision.
• Must be a team player, willing to take directions and accept responsibility for specified objectives.
• Demonstrated computer proficiency including Microsoft Office and other computer programs.
• Demonstrated compatibility with PHS's mission and operating philosophies.
• Demonstrated ability to read, write, speak and understand the English language to communicate with all customers.

Additional Preferred Qualifications:

• Clinical or healthcare background preferred, including experience as a Registered Nurse (RN), Licensed Practical Nurse (LPN), or Health Unit Coordinator (HUC).
• Experience working with clinical documentation, electronic medical records (EMR), and interdisciplinary healthcare teams.
• Familiarity with Home Health, Hospice, or post-acute care clinical workflows and regulatory requirements is highly desirable.

Pay Range

The estimated starting pay range for this role is $20.22 - $24.92 per hour. This good faith estimate is based upon PHS’s typical starting pay range for this role. Actual pay range depends upon many factors including each individual employee’s qualifications and market conditions and is subject to change.

Benefits

Full-time benefits-eligible employment begins at a minimum of 30 hours per week:

• Health, and dental, including applicable HSA & FSA
• Employer Contribution to HSA for eligible Health Plans
• Life insurance (AD&D)
• Retirement, with eligibility for an employer match
• Holiday pay and extended sick

Full and Part-time benefits-eligible employment working between 20-29 hours per week:

• Vision insurance
• Voluntary short-term & long-term disability
• Accident & hospitalization coverage
• Education assistance programs

All employees:

• Accrue PTO (Paid time off)
• Same-day pay
• Employee assistance program (EAP)
• College partnership educational discounts
• Access to Learn to Live Resources

About PHS

Presbyterian Homes & Services (PHS), based in St. Paul, Minnesota, is a nonprofit, faith-based organization providing a broad array of high-quality housing choices, care and services options for older adults. Some 8,000 employees serve more than 41,800 older adults through 60 PHS-affiliated senior living communities in Minnesota, Iowa and Wisconsin, and through Optage® home and community services. PHS is also co-owner of Genevive, the largest geriatric primary care practice in Minnesota, providing comprehensive care for more than 15,500 older adults. Established in 1955, PHS has earned the reputation as an innovative leader dedicated to promoting independence, purposeful living and the overall well-being for those they serve. Today, PHS is one of the largest nonprofit providers of senior housing and services in the nation.

PHS is an EEO/AA employer. All applicants will receive consideration for employment regardless of their race, color, creed, religion, national origin, sex, sexual orientation, disability, age, marital status, or status with regard to public assistance.