Administrative Associate III - Medical Records

Agency

Department

Glimpse of the Job

Are you detail-oriented, organized, and interested in working in a self-driven clinical environment? Join the Radiology and Advanced Imaging Department at the Veterinary Medical Teaching Hospital as an Administrative Associate III. In this role, you will support imaging and medical records operations while serving as a key liaison between clinicians, staff, referring veterinarians, and clients. You will play an essential role in ensuring timely, accurate handling of diagnostic images and medical records that directly support patient care.

Opportunity to Contribute

Minimum Required Education and Experience:

• Education: High school diploma or an equivalent combination of education and experience.

• Experience: Three (3) years of experience in general office, clerical, or administrative work.

A Well-Qualified Candidate for this Position also possesses

• Associate’s degree in Business Administration, Medical Records Management, or Health Information Technology.

• Specialized training in medical terminology.

• Experience working in a medical, veterinary, or healthcare setting.

• Three (3) years of experience in administrative support roles involving medical or sensitive records management.

• Medical Office Administration Certificate, Medical Records Certification, or Medical Records/Coding Certification.

What you need to know

Salary:$15.85-$19.00.; Compensation will be commensurate based on the selected hire’s education and experience.

Schedule/Location: Monday-Friday; 8:00am-5:00pm/College Station, TX

Please note: This position is designated as essential personnel and may be required to report to work during university emergencies, campus closures, or class cancellations.

What you need to do

Apply! Submitting a cover letter, resume/CV to assist us with the review process. You may upload these documents to the application under CV/Resume. 

What you will do

• Receive, import, and export diagnostic imaging studies to and from referring veterinarians, internal services, faculty, clients, and external facilities in accordance with departmental SOPs.

• Verify files for completeness, accuracy, and compatibility before import into PACS.

• Convert imaging files to DICOM format and ensure proper association with patient records and imaging orders.

• Perform quality checks and address basic image or metadata issues.

• Maintain accurate patient demographics and exam labeling.

• Coordinate with Medical Records, IT, clinicians, and external partners to resolve transmission issues.

• Document all image import/export activity and comply with privacy and data security standards.

• Assist with training staff and student workers as assigned.

• Forward medical records and related communications to appropriate recipients.

• Ensure documentation is complete and accurate within the EMR.

• Resolve failed deliveries and resend records as needed.

• Obtain and verify authorization forms prior to record release.

• Review, process, and attach documentation and imaging records in PACS and EMR. Administrative Support and Medical Records

• Apply and communicate policies related to imaging and records duties.

• Modify and maintain forms and records.

• Safeguard sensitive medical and client information.

• Maintain office supplies and equipment.

• Support departmental operational needs.

• Respond to phone and electronic inquiries from clinicians, clients, and referring veterinarians.

• Confirm and document all image imports and exports in PACS and EMR.

Why Texas A&M University?

Texas A&M University offers a collaborative work environment, a strong commitment to employee development, and a comprehensive benefits package. Employees enjoy a mission-driven culture that values service, learning, and innovation while supporting work-life balance and professional growth.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.