Job Description
Job Description
Medical Records Specialist
???? Panama City, FL
???? Full-Time | Non-Exempt | Monday–Friday, 8:00 AM–5:00 PM
???? About the Role
PanCare of Florida is seeking a detail-oriented and highly organized Medical Records Specialist to support the accuracy, integrity, and security of patient health records across our clinics. In this role, you will play a critical part in maintaining compliant, complete, and up-to-date medical records within a busy FQHC environment.
You’ll work closely with clinical, administrative, and compliance teams to ensure patient information is properly documented, securely maintained, and readily accessible to authorized staff. If you have a strong background in medical records management, thrive in a fast-paced healthcare setting, and value confidentiality and precision, this role is an excellent opportunity to make an impact behind the scenes of patient care.
What You’ll Do
In this role, you will:
- Process requests for medical records in compliance with HIPAA and organizational policies.
- Verify authorization forms and release records appropriately.
- Track and document all ROI activities.
- Manage incoming faxes, including sorting, batching, and routing to the correct destination.
- Retrieves medical records promptly upon request for nurses, physicians, front office personnel, and/or other authorized individuals.
- Closes medical records according to established protocols.
- Scan, index, and upload documents into the EHR system.
- Ensure documents are properly categorized and routed to appropriate provider
- Maintain scanning logs.
- Maintain confidentiality and security of patient information, adhering to HIPAA regulations
- Assist providers and staff in locating or retrieving records.
- Support clinic operations by prioritizing urgent or time-sensitive documentation.
What Success Looks Like
You will thrive in this role if you are:
✔ Exceptionally detail-oriented and highly organized
✔ Comfortable managing multiple priorities with accuracy and efficiency
✔ Knowledgeable about HIPAA, confidentiality, and medical records regulations
✔ Proactive in identifying and resolving documentation issues
✔ Reliable and consistent in meeting deadlines and audit requirements
✔ Collaborative and professional when working across departments
Required Skills & Competencies
- Ability to prioritize and manage multiple tasks in a fast-paced environment.
- Strong communication and interpersonal skills to collaborate effectively with healthcare providers, patients, and staff.
- Understand and adhere to legal and ethical standards regarding patient confidentiality (HIPAA) and data security.
- Ability to identify and resolve issues related to medical records
- Stay up to date with industry trends and advancements in medical record management
Education & Experience
- High School Diploma or equivalentrequired
- Minimum of 2 years of experience in medical records management within a physician office or healthcare setting preferred
- Minimum of 2 years of EMR experiencerequired(eClinicalWorks experience a plus)
- Demonstrated accuracy in data entry and documentation
- Experience supporting chart audits and regulatory reviews strongly preferred
Physical Requirements
This role requires:
- Ability to sit for extended periods while working at a computer or organizing records
- Occasional standing and walking to retrieve, file, or store records
- Ability to lift and carry boxes or files weighing up to 20–25lbs
- Manual dexterity for typing, scanning, filing, and organizing materials
- Ability to bend, reach, and access files stored in cabinets or shelving
- Visual acuity to review and process documents with high attention to detail
???? Why Join PanCare?
At PanCare of Florida, every role contributes to improving access to quality healthcare for our communities. As a Medical Records Specialist, you’ll be a vital part of a mission-driven organization that values accuracy, teamwork, compliance, and patient trust. We offer a supportive work environment, opportunities to grow within healthcare administration, and the chance to support meaningful patient care behind the scenes.
PanCare of Florida is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected characteristic. We celebrate diversity and encourage applicants from all backgrounds to apply.