Job Summary

A professional legal services organization in Novato, CA is seeking an Admin Aide Medical Records for a temp-to-hire opportunity. This role is ideal for a detail-oriented administrative professional with office experience who enjoys working with records, documentation, data entry, and time-sensitive requests.

The Admin Aide Medical Records will support the medical records function by updating internal systems, preparing correspondence, processing incoming records, following up with facilities, and helping ensure documentation is accurate and complete. This position offers the chance to join a supportive, team-focused environment with stable processes, helpful leadership, and the opportunity to build valuable experience in administrative and legal support.

Key Responsibilities

- Update internal systems with accurate medical records information and related case details.
- Draft letters, applications, and requests related to medical records, death certificates, Social Security records, and union records.
- Follow up with medical facilities and other organizations to obtain records or confirm where requests should be sent.
- Process medical and billing records once received, including reviewing records to identify date ranges of visits.
- Process invoices for payment and maintain accurate documentation for record-related expenses.
- Perform clerical tasks such as word processing, copying, faxing, electronic service, filing, data entry, and backup support as needed.

Required Qualifications and Skills

- Support the Medical Records department with record requests, document processing, and system updates.
- Draft and mail requests for medical records, death certificates, Social Security records, and union records.
- Process incoming medical and billing records, invoices, and related documentation.
- Provide clerical and administrative support, including data entry, filing, copying, faxing, and word processing.

- Minimum of 1 year of office experience and/or legal background required.
- Accurate typing speed of 30 to 40 WPM.
- Ability to manage a high volume of work accurately and consistently according to established schedules.
- Strong attention to detail when reviewing records, entering data, and processing documentation.
- Ability to remain focused, organized, and positive while working under pressure and time constraints.
- Basic proficiency with office software and administrative systems.

Preferred Qualifications

- Some college coursework preferred.
- Experience with WordPerfect, Adobe Acrobat, Microsoft Word, Microsoft Excel, and database systems preferred.
- Prior experience supporting medical records, legal records, claims, or case documentation is helpful.
- Strong follow-up skills and comfort communicating with facilities, agencies, and internal team members.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.