Medical Records Specialist - Clinical Research Ark Clinical Research - 2.0 Fountain Valley, CA Job Details Full-time $30 - $35 an hour 13 hours ago Benefits Health savings account Health insurance Dental insurance 401(k) Flexible spending account Paid time off Vision insurance 401(k) matching Life insurance Qualifications Computer operation Medical documentation Basic math HIPAA Medical records Data management Health information data integrity Health information regulatory compliance Health information management Clinical confidentiality policies Managing patient records

Full Job Description Summary:

The Medical Records Specialist is responsible for requesting, obtaining, organizing, reviewing, and maintaining patient medical records required for clinical trial screening and ongoing study participation. This position supports the clinical research team by ensuring that relevant medical documentation is complete, accurate, securely maintained, and available within required study timelines. The Medical Records Specialist works closely with Clinical Research Coordinators, investigators, patients, healthcare providers, hospitals, imaging centers, laboratories, pharmacies, and medical records departments. The ideal candidate is highly organized, detail-oriented, and knowledgeable about patient confidentiality, medical terminology, and clinical research documentation requirements. Duties

• Implement a medical records system with a master chart per patient
• Manage Ark's medical records system for all Ark sites
• Request medical records from hospitals, physician offices, imaging centers, laboratories, pharmacies, and other healthcare facilities
• Obtain properly completed patient authorizations before requesting protected health information.
• Follow up with healthcare facilities and medical records departments to ensure the timely receipt of requested documentation.
• Provide oversight of ensuring certified copies of previous source medical records are filed into patient's master chart
• Manage the medical records applications and systems
• Track all outstanding, pending, received, and completed medical-record requests.
• Review received records for completeness, legibility, correct patient identifiers, relevant dates, and requested documentation.
• Identify missing records and submit additional or corrected requests, as necessary.
• Organize and upload medical records into approved electronic systems, patient charts, or study-specific folders.
• Properly label, index, scan, copy, and file medical documentation.
• Assist Clinical Research Coordinators with obtaining records needed to evaluate study eligibility.
• Retrieve relevant medical history, laboratory results, imaging reports, procedure reports, pathology reports, medication histories, and hospital records.
• Route records to authorized research personnel for clinical review.
• Maintain accurate documentation of communications with patients, healthcare providers, and medical-records departments.
• Ensure records are filed in the correct patient chart and associated with the appropriate clinical trial.
• Protect patient confidentiality and comply with HIPAA, organizational policies, and applicable privacy requirements.
• Maintain secure handling, transmission, storage, and disposal of protected health information.
• Assist with quality-control reviews of patient charts and study documentation.
• Escalate delays, missing information, privacy concerns, or documentation discrepancies to the appropriate clinical research team member.
• Follow Ark SOPs, GCPs and FDA guidelines.
• Perform other administrative and clinical research support duties as assigned

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

• Associate degree in health information management, healthcare administration, medical assisting, clinical research, or a related field preferred.
• Minimum of 3-5 years of experience in medical records, health information management, healthcare administration, or a related field is preferred.
• Experience requesting, obtaining, reviewing, organizing, and tracking medical records from healthcare providers and external facilities.
• Familiarity with medical terminology, patient authorization forms, and confidential health information.
• Experience working in clinical research, a medical office, hospital, specialty practice, or healthcare setting is strongly preferred.
• Knowledge of HIPAA requirements and applicable privacy and confidentiality standards.
• Proficiency with electronic medical record systems, secure provider portals, Microsoft Office, and document-tracking systems.
• Demonstrated ability to maintain accurate documentation, manage multiple requests, meet deadlines, and follow up consistently.
• Experience communicating professionally with patients, healthcare providers, medical records departments, and internal study teams.

Language Ability:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to draft routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Bilingual skills in English and Spanish a plus.

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Skills, Knowledge, and Abilities:

• Exceptional diligence and accuracy.
• Strong organizational and time-management skills.
• Ability to follow established procedures and maintain detailed tracking logs.
• Ability to review records for completeness and recognize missing information.
• Strong written and verbal communication skills.
• Ability to work independently and collaborate with a multidisciplinary clinical research team.
• Ability to work in a fast-paced environment while maintaining accuracy and confidentiality.
• Strong problem-solving and follow-through skills.

Computer Skills:

• Proficiency in Microsoft Office, Adobe Acrobat, electronic health records, and document-management systems.

Work Environment and Physical Demands:

• Ability to perform prolonged computer, telephone, scanning, and document-review work.
• Ability to lift and transport files or office materials weighing up to 20 pounds.
• Ability to maintain focus while completing repetitive and detail-oriented tasks.
• Ability to work on-site, remotely, or in a hybrid environment based on organizational needs.
• Occasional travel between clinical research locations may be required.

Pay:

$30.00 - $35.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Health savings account Life insurance Paid time off Vision insurance Application Question(s): This role will be primarily based in our Fountain Valley site but may require visits to our Long Beach site. Can you confirm you can commute to both? What is your desired compensation for this role?

Experience:

Medical records: 3 years (Required)

HIPAA:

3 years (Required)

Work Location:

In person