Medical Records Specialist


Bastyr Center, located in Wallingford, is the teaching clinic of Bastyr University, and the largest natural health clinic in the Pacific Northwest. We are seeking a friendly, team oriented and a hardworking individual as our BCNH Medical Records Specialist in our medical clinic. This position will be full time, and must be vaccinated.


Compensation 19.00 - 22.00/hr., DOE 

Work Schedule: 40 hours per week, M-F, 8am -5 pm


  1. 403(b) (Automatic Employer Contribution after 1 year and 1000 hours worked)
  2. Medical, Dental, Vision
  3. Flexible Spending Account or Health Savings Account
  4. Employee Assistance Program
  5. No cost Life Insurance
  6. Disability Insurance
  7. Sick Pay
  8. Personal Day
  9. Vacation
  10. Community Service Days
  11. Paid Holidays
  12. Employee Tuition assistance
  13. Public Service Loan Forgiveness eligible
  14. Shuttle transportation available
  15. LinkedIn Learning


  1. Manage all paperwork daily, sorting, scanning, indexing and committing into the electronic chart within 24-48 hours. 
  2. Fax all referrals and any protected paperwork from the secure fax machine in Medical Records. 
  3. Ensures coverage of Medical Records Help Line. Ensures appropriate and timely follow-up to questions, concerns and needs of patients, students, staff, and faculty.
  4. Ensures accurate and timely processing and follow-up on incoming records requests and related reports. Ensures that all requested records are received in accordance with established timelines and that providers are promptly notified upon receipt. Ensures timely filing of outside records and referred procedure reports.
  5. Ensures proper sorting and distribution of all incoming mail.  Ensures timely follow through on patient name changes, deceased patient notices, and restrictions on FYI flags.
  6. Ensures timely and accurate processing of record releases and loans to all third parties.
  7. Ensures all disclosures and related notices and letters are processed in accordance with applicable state and federal laws. This includes, but is not limited to, ensuring applicable authorization requirements and timelines are strictly adhered to and ensuring that all releases of information from the Center are done in accordance with established organizational policies, procedures, standards and guidelines.
  8. Ensures all providers have timely and appropriate notice of qualifying releases and ensures timely notification of supervisor when compulsory process for health information is received.
    • Ensures all disclosures are completely and accurately documented in the patient’s chart as required by applicable laws.
    • Ensures all log records are complete and accurate.
    • Ensures all outgoing reports are kept current.
    • Ensures records for third-party payer claims (i.e. HICFA enclosures) are released to the Business Office in a timely manner and that all third-party payer authorization requirements are met.

     9. Ensures appropriate monitoring and timely follow-up on all invoices for record releases. Coordinates with Business Office staff to ensure timely receipt of payments.


Other Responsibilities:

  1. Assist in training of other staff members as requested. This includes, but is not limited to, training of staff, work-study employees. 
  2. Perform other business office-related tasks as assigned by supervisor. 
  3. Assists in maintaining a clean, orderly and safe work environment. Technician is responsible for upkeep of personal workstation and is expected to adhere to be conscientious when using shared workstations.
  4. Maintain confidentiality of all patient information at all times both while on and off duty.


Education and Preferred Qualifications:


  1. Must have working knowledge of applicable state and federal laws related to records disclosures and privacy of protected health information.
  2. Must have working knowledge of applicable Center policies and procedures for health information management and charting.
  3. Must be familiar with basic philosophies of natural medicine and modalities offered at the Center and university campus.
  4. Must have basic understanding of insurance billing procedures and medical coding.

Skills and Abilities: 

  1. Must be detail-oriented and have excellent organizational skills.
  2. Must have ability to multi-task and work well under pressure.
  3. Must have working knowledge of computers with particular skill in using MS Word, Excel, Access. Must have exceptional writing skills with ability to draft formal, concise letters in a professional format frequently requiring correct usage of basic medical and legal terminology.
  4. Must have ability to tactfully and professionally resolve disputes.
  5. Preference to know and have worked with Epic
  6. Must be able to lift 40 pounds.


Minimum Experience Requirements: 


  1. One (1) year of customer service related experience
  2. One (1) year of experience in a medical records office setting



  1. Two years’ experience in a medical office setting involving excellent record keeping skills and experience handling records or management of protected health information.




  1. Completion of AA program in Medical Records Technology or the equivalency in life/job related experience.  Current or previous certification as RHIT or similar training in medical records or health information management related discipline is preferred.


How to Apply:

Please refer to job #22-034 and position title when applying. Please send your cover letter and resume to:

COVID-19 Vaccination Requirement: All new employees must provide proof of fully vaccinated status on or before their first workday. People are considered fully vaccinated two weeks after their second dose in a two-dose series or two weeks after a single-dose vaccine. 

About Bastyr:

Bastyr is a progressive internationally recognized pioneer in Natural Health Arts and Sciences education and research. Founded in 1978, the University today offers graduate and undergraduate degree programs that reflect multidisciplinary, science-based natural health curricula with an emphasis on the integration of mind, body, spirit, and nature. Regionally accredited since 1989, Bastyr University is composed of three schools, the School of Naturopathic Medicine, The School of Natural Health Arts and Sciences and the School of Traditional World Medicines. Bastyr is comprised of a main campus in Kenmore, WA, a health clinic in Seattle, and a branch campus and health clinic in San Diego. 

Bastyr University believes that inclusive diversity is essential for achieving academic excellence and creating a profoundly enriching university experience. Our faculty and staff are committed to achieving our mission by educating students to be future leaders that bring the natural health arts and sciences to people from all backgrounds. Promoting an educational environment that allows students, faculty and staff to develop their talents while experiencing a sense of community, we expect campus members to engage in respectful communication, behaviors and thoughtful self-reflection, increase their understanding of cultures and empower people who are disenfranchised, marginalized or oppressed. In so doing, the University pledges to prepare our students (and support faculty and staff) to recognize and appropriately respond to health inequities that affect multiple communities. This involves infusing DEI knowledge, skills, and practices in all academic programs, clinical training and patient services. In all, Bastyr University is dedicated to the welfare of our students and patients as well as to promoting equal opportunity and access in education and health care.

In alignment with Bastyr’s DEI commitment, applications from members of underrepresented groups are encouraged. 

Bastyr University does not discriminate against any person in matters of employment, application for employment, student or applicant for admission, or participation in our programs or benefits on the basis of the following protected classes: ancestry, gender, gender identity, or expression, sexual orientation, race, creed, color, religion (includes religious dress and grooming practices), sex (includes pregnancy, childbirth, breastfeeding and/or related medical conditions), ethnic or national origin (includes language use and possession of a driver’s license issued to persons unable to prove their presence in the United States is authorized under federal law), age (40 and above), disability (mental and physical, including HIV and AIDS), marital status, genetic information, medical condition (genetic characteristics, cancer or a record or history of cancer), veteran or military status or any other protected category under applicable local, state or federal law. Our programs, services and facilities are accessible to individuals with disabilities. Please don’t hesitate to contact to request or discuss a special accommodation due to a disability.

All applicants must prove authorization to work in the United States at the time of a position offer. Individuals must be able to perform the essential functions of the job, with or without reasonable accommodation. Any applicants requiring special assistance or an accommodation due to a disability during the application process should contact Human Resources at (425) 602-3087 (phone), (425) 602-3058 (fax) or