Title : Office Support Specialist - Medical Records
Duration : 26 weeks
Location : Canton MA 02021
Schedule : Full-Time, 8:00AM-4:30PM, Monday–Friday.
Our client, located in Canton, Massachusetts, is a state-operated pediatric chronic care hospital under the Department of Public Health. It provides comprehensive medical, rehabilitative, educational, and recreational services to children and young adults (ages 7–22+) with multiple disabilities, helping them achieve greater independence. Services include 24/7 nursing care, various therapies, special education, adaptive equipment support, and a range of therapeutic and recreational programs.
The Office Support Specialist in the Medical Records Department provides clerical and administrative support to ensure the efficient operation of medical record-keeping processes. Responsibilities include managing patient record requests, filing and retrieving records, data entry and maintaining confidentiality of sensitive information. The role requires strong organizational skills, attention to detail, and familiarity with medical terminology and HIPAA regulations. This position serves as a key point of contact between internal departments and external requestors, ensuring timely and accurate information handling. EMR/MEDITECH experience STRONGLY preferred
The OSS plays a key role in maintaining workflow, supporting staff, managing documentation, and facilitating internal and external communications. This position requires exceptional organizational skills, attention to detail, confidentiality, and customer service.
Duties and Responsibilities:
Administrative Support:
Maintain departmental records, files, and logs in accordance with privacy/confidentiality regulations.
Draft, format, and distribute correspondence, reports, meeting agendas, and meeting minutes.
Maintain calendars for department heads and coordinate scheduling of meetings and events.
Clerical Operations:
Answer, screen, and route incoming calls; greet and direct visitors.
Open, sort, and distribute incoming mail and prepare outgoing mail and packages.
Operate standard office equipment (copiers, fax machines, scanners, etc.).
Maintain and update databases and spreadsheets with accurate information.
Communication and Coordination:
Act as liaison between the department and other units, departments, or external partners.
Assist with coordination of special projects and departmental initiatives.
Prepare and maintain informational materials and notices for public posting or staff use.
Respond to email inquiries and follow up on outstanding requests as needed.
Data and Document Management:
Assist in compiling data for reports and surveys.
Maintain accurate records related to attendance, meetings, compliance, and reports.
Perform data entry into designated systems such as HR, timekeeping, or incident logs.
Qualifications:
Strong proficiency with an EMR (preferably Meditech) , Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Ability to handle confidential information with discretion.
Excellent written and verbal communication skills.
Strong time management and ability to multitask in a fast-paced environment.
Knowledge of office practices and procedures.
Experience with databases, document management systems, and timekeeping software preferred.
Work Schedule:
Full-Time, 8:00AM-4:30PM, Monday–Friday.
Work Conditions:
Primarily sedentary office work with some walking, standing, and light lifting of materials under 25 lbs.
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