Medical Records Specialist

Location: Portland - Parry Center for Children
Program/Department: Medical Records
Schedule: 40 hours/week -Flexible Schedule (remote work possible)

Meet Trillium Family Services:

We are guided by the simple yet crucial mission of building brighter futures with children and families.

Our vision is to create safe communities where children are healthy, and every family has the opportunity for success. Families get the support they need – when and where they need it. There is a focus on prevention and health; organizations and systems are connected in a synergistic sanctuary community that generates: Non –violence, Growth and Change, Democracy, Emotional intelligence, Social learning, Open communication, and Social Responsibility.

Our investment in the future of each child means that the next generation of Oregonians will have the skills to contribute meaningfully through employment, community service, and raising their own healthy families.

At TFS we believe that every child and family can have a brighter future, through the love we bring together we can make this possible. There is so much need for mental and emotional support at all levels of our communities.

To take a behind the scenes look our programs please visit our website at

Are you ready to help “Build a Brighter Future?”

Main purpose of the Medical Records Specialist role:  providing administrative support in the Health Information Management – Medical Records Department. Reports to the HIM Manager and performs general office duties and Essential Duties of Medical Records Technician while supporting the H.I.M. Manager, coworkers, and staff outside the Medical Records Department. Will have extensive public contact. Scope of work varies and there are frequent interruptions and deadlines.

Major Responsibilities:

  • Maintain the security and confidentiality of client records and other confidential information of the agency and staff by demonstrating full understanding of provisions and limitations of HIPAA and related regulations.
  • Assist in training new medical records staff in data entry, image scanning, release of information, and other office duties and skills, electronic health records systems use, and other software applications, with supervision, as requested.
  • Receive, track, reply to and produce all attorney and court ordered documentation requests with limited supervision.
  • Review legal documentation to identify custody status/parental rights.
  • Receive, review, track and fulfill all OTIS and other investigative or audit support requests with minimal supervision.
  • Independently process and document compliance required reporting tasks, such as Incident notifications, and discharge documentation disclosure.
  • Demonstrate familiarity with basic reporting functions of electronic health record systems and other IS systems.
  • Manage and maintain any client electronic & paper records after discharge including filing, cataloging, archiving, scanning & merging, and document destruction pursuant to agency policies, while using the correct labeling conventions and data entry standards
  • Support integrity, accuracy and compliance of the client and business record, by identifying record deficiencies, or inaccuracies and follow up with appropriate staff.
  • Maintain advanced knowledge and understanding of subpoenas, court orders and attorney request for records.
  • Process, for accuracy and compliance, a variety of documents including consents, releases, custody, protective and other types of court orders; and handle per policy while maintaining highest standards for complexity and data entry.
  • Competently perform data entry, faxing, photocopying, word processing, scanned image processing, in support of assignments
  • Competently navigate all sections of the electronic health record systems and thoroughly demonstrate knowledge of content and purpose of documentation. how documentation links together.
  • Complete all agency and departmental training required for the position.

Required Competencies:

  • Demonstrated knowledge of the principles of confidentiality and the risks associated with the processing of personal health information.
  • Demonstrated knowledge of word processing, spreadsheets and databases, Adobe Pro, Help Desk ticketing system.
  • Demonstrated ability to function as a team player as well as independently while successfully following instructions.
  • Demonstrated ability to use sound judgment in making decisions. Knowing when to ask for help and when to continue without it.
  • Demonstrated ability to swiftly and accurately record, process and organize large volumes of detailed oral and written information, material and assignments
  • Demonstrated high level of ability to establish clear and appropriate boundaries in relationships with staff and clients and the handling of confidential and sensitive information
  • Demonstrated high level of ability to communicate effectively in writing, verbally or by phone with a variety of individuals at all levels inside and outside the organization.
  • Demonstrated acceptance of a variety of lifestyles, behaviors and cultures
  • Demonstrates a commitment to the following Organizational Priorities regarding all persons:
  • A commitment to non-violence: Helping to build safety skills and a commitment to higher purpose.
  • A commitment to emotional intelligence: Helping to teach emotional management skills.
  • A commitment to social learning: Helping to build cognitive skills
  • A commitment to open communication: Helping to overcome barriers to healthy communication, learn conflict management, reduce acting out, enhance self-protective and self-correcting skills, teach health boundaries
  • A commitment to democracy: Helping to create civic skills of self-control, self-discipline and administration of healthy authority.
  • Commitments to social responsibility: Helping to rebuild social connection skills, establish health attachment relationships; establish sense of fair play and justice.
  • A commitment to growth and change: Helping to work through loss and prepare for the future.

Minimum Qualifications:

  • ADDITIONAL RESPONSIBILITIES:  Other duties may be assigned.
  • Education: High School Diploma or Equivalent. Two years (HIM) Health Information Management college level program preferred.
  • Certificates, Licenses, Registrations: RHIT (Registered Health Information Technician) or equivalent certification preferred. Maintain a driving record acceptable by the agency and a current driver’s license for state of residence, when authorized to use own vehicle for agency business, employee must maintain personal insurance
  • Experience: Three years of medical record experience preferably working in an electronic health record system.
  • Job Knowledge: Operates within established and accepted office procedures and practices.  Makes decisions within established guidelines, organizational policy and procedure, federal, state, and local laws, rules and regulations for the requirements of this job description.  Deals with highly sensitive and confidential resident information.
  • Skills: Computer skills including, word processing, spreadsheets, and data entry; solid background in an electronic health record; strong organizational ability; customer service skills including written, verbal and phone; team player with ability to work independently under supervision; typing speed of 55 wpm; medical terminology helpful.

Application Details:   Consideration of candidates will begin as soon as 12/11, and position may close without notice.


If you need accommodation to review the information and/or complete the application process, please contact the Human Resources Department.

Trillium Family Services is a drug free workplace. All final applicants will be subject to a criminal record identification check pursuant to ORS 181.536.727.537 and agency policy. We are an Equal Opportunity Employer and Service Provider and support a culturally linguistically diverse governance, leadership and workforce