Medical Records Assistant
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Medical Records Assistant
Salary
$21.22 Hourly
Location
Dauphin County, PA
Job Type
Civil Service Limited Term Full-Time
Job Number
CS-2026-57075-39000
Department
Department of Health
Division
HL Div of Ststcl Registries
Opening Date
08/27/2026
Closing Date
9/9/2026 11:59 PM Eastern
Job Code
39000
Position Number
50544450
Union
AFSCME
Bargaining Unit
A1
Pay Group
ST04
Bureau / Division Code
00075631
Bureau / Division
Bureau of Health Statistics and Registries / Division of Statistical Registries
Worksite Address
555 Walnut Street
Worksite Address
6th Floor
City
Harrisburg, Pennsylvania
Zip Code
17101
Contact Name
Kay Diritto
Contact Email
kadiritto@pa.gov
Description
Benefits
Questions
THE POSITION
Are you motivated to play a key part in maintaining trusted health information as a Medical Records Assistant with the Department of Health? This position allows you to support data integrity for major health registries used to monitor and improve statewide outcomes. Your careful review and communication help prevent errors and strengthen public health reporting. Step into a role where your dedication supports both accuracy and community well-being.
DESCRIPTION OF WORK
This position supports the Bureau of Health Statistics and Registries by reviewing, validating, and improving the accuracy of information reported to statewide vital records registries. You help protect data quality through careful analysis, communication with reporting entities, and adherence to laws and policies. As a Medical Records Assistant, you will perform the following duties:
Registry Knowledge:Maintain understanding of laws, regulations, and procedures that govern vital event registration
Training Support:Assist in creating training materials for both electronic and paper registration processes
Data Review:Analyze reported case information, resolve discrepancies, and reconcile outlier cases with source data
Quality Assurance:Conduct audits, validate case details, and identify patterns of noncompliance or data concerns
Stakeholder Communication:Collaborate with reporting entities to correct errors and finalize pending information
Data Integrity:Protect confidentiality, maintain data control, and support special studies that assess registry accuracy
Interested in learning more? Additional details regarding this position can be found in the position description (https://careers.employment.pa.gov/pd/PD_NEOGOV.asp?p=50544450) .
Work Schedule and Additional Information:
Limited-term, full-time wage position with benefits. The duration of employment is approximately six months, with the possibility of an additional six-month extension.
Work hours are 8:00 AM to 4:30 PM, Monday - Friday, with a 60-minute lunch. You will complete a minimum of two weeks of mandatory on-site training.
Telework: You may have the opportunity to work from home (telework) part-time, up to 3 days per week. However, you may be required to work onsite as as needed to support operational and training requirements. In order to telework, you must have a securely configured high-speed internet connection and work from an approved location inside Pennsylvania. If you are unable to telework, you will have the option to report to the headquarters office in Harrisburg. The ability to telework is subject to change at any time. Additional details may be provided during the interview.
Hourly Rate: In some cases, the starting hourly rate may be non-negotiable.
You will receive further communication regarding this position via email. Check your email, including spam/junk folders, for these notices.
REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY
QUALIFICATIONS
Minimum Experience and Training Requirements:
One year of clerical experience maintaining or reviewing medical records, transcribing dictated or recorded medical information, or conducting medical abstracting and coding;or
Graduation from an accredited medical secretarial, medical records, medical transcription, medical assisting, medical coding, or health information management program;or
An equivalent combination of experience and training.
Other Requirements:
You must meet the PA residency requirement (https://www.employment.pa.gov/Additional%20Info/Pages/default.aspx) . For more information on ways to meet PA residency requirements, follow the link (https://www.employment.pa.gov/Additional%20Info/Pages/default.aspx) and click on Residency Guidelines.
You must be able to perform essential job functions.
How to Apply:
Resumes, cover letters, and similar documents willnotbe reviewed, and the information contained therein will not be considered for the purposes of determining your eligibility for the position. Information to support your eligibility for the position must be provided on the application (i.e., relevant, detailed experience/education).
If you are claiming education in your answers to the supplemental application questions, you must attach a copy of your college transcripts for your claim to be accepted toward meeting the minimum requirements. Unofficial transcripts are acceptable.
Your application must be submitted by the posting closing date. Late applications and other required materials will not be accepted.
Failure to comply with the above application requirements may eliminate you from consideration for this position.
All application materials and interview responses must reflect the applicant's own experience, qualifications, and work. Applicants may use generative AI tools for preparation purposes only. Use of AI to misrepresent or falsify information, or to assist during interviews, is not permitted. Review the Guidance for Generative AI Tools & Job Seekers (https://www.pa.gov/agencies/hrmoa/resources/generative-ai-hiring-guidance) for additional information.
Veterans:
Pennsylvania law (51 Pa. C.S. §7103) provides employment preference for qualified veterans for appointment to many state and local government jobs. To learn more about employment preferences for veterans, go to www.pa.gov/agencies/employment/how-to-apply.html and click on Veterans.
Telecommunications Relay Service (TRS):
711 (hearing and speech disabilities or other individuals).
If you are contacted for an interview and need accommodations due to a disability, please discuss your request for accommodations with the interviewer in advance of your interview date.
The Commonwealth is an equal employment opportunity employer and is committed to a diverse workforce. The Commonwealth values inclusion as we seek to recruit, develop, and retain the most qualified people to serve the citizens of Pennsylvania. The Commonwealth does not discriminate on the basis of race, color, religious creed, ancestry, union membership, age, gender, sexual orientation, gender identity or expression, national origin, AIDS or HIV status, disability, or any other categories protected by applicable federal or state law. All diverse candidates are encouraged to apply.
EXAMINATION INFORMATION
Completing the application, including all supplemental questions, serves as your exam for this position. No additional exam is required at a test center (also referred to as a written exam).
Your score is based on the detailed information you provide on your application and in response to the supplemental questions.
Your score is valid for this specific posting only.
You must provide complete and accurate information or:
your score may be lower than deserved.
you may be disqualified.
You may only apply/testoncefor this posting.
Your results will be provided via email.
Learn more about our Total Rewards by watching this shortvideo (https://www.youtube.com/embed/HtcSRnndflc?rel=0) !
See the total value of your benefits package by exploring ourbenefits calculator.
Health & Wellness
We offer multiple health plans so our employees can choose what works best for themselves and their families. Our comprehensive benefits package includes health coverage, vision, dental, and wellness programs.*
Compensation & Financial Planning
We invest in our employees by providing competitive wages and encouraging financial wellness by offering multiple ways to save money and ensure peace of mind including multiple retirement and investment plan options.
Work/Life Balance
We know there's more to life than just work! Our generous paid leave benefits include paid vacation, paid sick leave, eight weeks of paid parental leave, military leave, and paid time off for most major U.S. holidays, as well as flexible work schedules and work-from-home opportunities.*
Values and Culture
We believe in the work we do and provide continual opportunities for our employees to grow and contribute to the greater good. As one of the largest employers in the state, we provide opportunities for internal mobility, professional development, and the opportunity to give back by participating in workplace charitable giving.
Employee Perks
Sometimes, it is the little "extras" that make a big difference. Our employees receive special employee-only discounts and rates on a variety of services and memberships.
For more information on all of these Total Rewards benefits, please visitwww.employment.pa.gov and click on the benefits box.
*Eligibility rules apply.
01
Do you possess one or more years of full-time clerical experience maintaining or reviewing medical records, transcribing dictated or recorded medical information, or conducting medical abstracting and coding?
Yes
No
02
If you are claiming experience in the above question, please list the employer(s) where you gained this experience in the text box below. The employer(s) and a description of the experiencemustalso be included in the appropriate sections of your application if you would like the experience to be considered in the eligibility decision. If you claimed you do not have experience, @type N/A in the text box below.
03
Do you possess post-high school education in an accredited medical secretarial, medical records, medical transcription, medical assisting, medical coding, or health information management program?
If you are claiming credits/degree, you must upload a copy of your college transcript(s) for this education to be considered in the eligibility decision. Unofficial transcripts are acceptable. You must attach your transcript(s) prior to the submission of your application by using the "Attachments" tab on the left. You will not be able to add a transcript(s) to the application after it has been submitted.
If you answer "Yes" to this question based on education acquired outside of the United States, you must upload a copy of your foreign credential evaluation report. We can only accept foreign credential evaluations from organizations that are members of the National Association of Credential Services (NACES). A list of current NACES members can be found by visitingwww.naces.organd clicking the Evaluation Services Link.
You must attach your documentation prior to the submission of your application by using the "Attachments" tab on the left. You will not be able to add a document to the application after it has been submitted.
Yes
No
04
You must complete the supplemental questions below. These supplemental questions are the exam and will be scored. They are designed to give you the opportunity to relate your experience and training background to the major activities (Work Behaviors) performed in this position. Failure to provide complete and accurate information may delay the processing of your application, or result in a lower-than-deserved score or disqualification. Youmustcomplete the applicationandanswer the supplemental questions. Resumes, cover letters, and similar documents will not be reviewed for the purposes of determining your eligibility for the position or to determine your score.
All information you provide on your application and supplemental questions is subject to verification. Any misrepresentation, falsification or omission of material facts is subject to penalty. If requested, you must provide documentation, including names, addresses, and telephone numbers of individuals who can verify the validity of the information you provide in the application and supplemental questions.
Read each work behavior carefully. Determine and select which "Level of Performance" most closely represents your highest level of experience/training. List the employer(s)/training source(s) from your Work or Education sections of the application where you gained this experience/training.The "Level of Performance" you choose for each work behavior must be clearly supported within the description of the experience and training information entered in your application or your score may be lowered.In order to receive credit for experience, you must have worked in a job for at least six months in which the experience claimed was a major function.
If you have read and understand these instructions, please click on the "Yes" button and proceed to the exam questions.
If you have general questions regarding the application and hiring process, please refer to ourFAQ page (https://www.employment.pa.gov/Additional%20Info/Pages/default.aspx) .
Yes
05
WORK BEHAVIOR 1 - REVIEW RECORDS AND ANALYZE INFORMATION
Review medical records for completeness and accuracy. Analyze information from cause of death reports and medical certification worksheets completed by health professionals including the immediate cause, underlying causes, and other significant conditions. Determine compliance with practices, policies, and federal, state, or accreditation standards applicable to health care. Refer non-compliant, inadequate, or incomplete records to health care staff for corrections.
Levels of Performance
/b>Select the "Level of Performance" which best describes your claim.
A. I have experience reviewing HEALTH CARE records for completeness and accuracy AND analyzing information for compliance.
B. I have experience reviewing records for completeness and accuracy AND analyzing information for compliance. This was NOT related to health care.
C. I have experience reviewing records for completeness and accuracy OR analyzing information for compliance.
D. I have successfully completed college-level coursework related to compliance or quality assurance
E. I have NO experience or coursework related to this work behavior.
06
In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, @type N/A in the box below.
The name(s) of the employer(s) where you gained this experience.
Your experience reviewing records, for what purpose, and the @type(s) of records.
Your experience analyzing information and the @type(s) of information.
Your level of responsibility.
07
If you have selected the level of performance pertaining to college coursework, please provide your responses to the items listed below. If you indicated you have no education/training related to this work behavior, @type N/A in the text box below.
College/University
Course Title
Credits/Clock Hours
08
WORK BEHAVIOR 2 - RETRIEVE, ENTER, AND EDIT DATA
Retrieve data from records and summarize findings. Enter or edit data electronically. Enter data into tracking logs for medical and demographic data.
Levels of Performance
Select the "Level of Performance" which best describes your claim.
A. I have experience retrieving and summarizing data and entering or editing data electronically.
B. I have experience retrieving data and entering or editing data electronically. I did not summarize my findings
C. I have successfully completed college-level coursework related to data entry.
D. I have NO experience or coursework related to this work behavior.
09
In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, @type N/A in the box below.
The name(s) of the employer(s) where you gained this experience.
Your experience retrieving data, summarizing data findings, and entering or editing data electronically.
Your level of responsibility.
10
If you have selected the level of performance pertaining to college coursework, please provide your responses to the items listed below. If you indicated you have no education/training related to this work behavior, @type N/A in the text box below.
College/University
Course Title
Credits/Clock Hours
11
WORK BEHAVIOR 3 - COMMUNICATION
Communicate with medical staff and other stakeholders regarding medical records to obtain additional information or make corrections. Provide responses to inquiries and refer individuals to the appropriate area for assistance as necessary.
Levels of Performance
Select the "Level of Performance" which best describes your claim.
A. I have experience communicating with medical staff and other stakeholders regarding medical records to obtain additional information or make corrections; and providing responses to inquiries and referring individuals to the appropriate area for assistance as necessary. This was related to HEALTH CARE.
B. I have experience communicating with stakeholders regarding records to obtain additional information or make corrections; and providing responses to inquiries and referring individuals to the appropriate area for assistance as necessary. This was NOT related to health care.
C.I have successfully completed college-level coursework related to communication, public speaking, or interviewing.
D. I have NO experience or coursework related to this work behavior.
12
In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, @type N/A in the box below.
The name(s) of the employer(s) where you gained this experience.
Your experience communicating information and the @type(s).
The @type(s) of data.
13
If you have selected the level of performance pertaining to college coursework, please provide your responses to the items listed below. If you indicated you have no education/training related to this work behavior, @type N/A in the text box below.
College/University
Course Title
Credits/Clock Hours
Required Question
Employer
Commonwealth of Pennsylvania
Address
613 North Street
Harrisburg, Pennsylvania, 17120
Website
http://www.employment.pa.gov
