Medical Records Coordinator

Job Summary:

The intent of this job description is to provide a summary of the major duties and responsibilities performed in this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.

The Medical Records Coordinator is responsible for organizing and maintaining patients' protected health information (PHI). This process includes receiving records electronically or through the mail and adding it into the patient’s chart, reviewing medical records for compliance with approved policies and working independently or as part of a medical records department. We also process requests and subpoenas for medical records. Medical Records should help ensure the patient’s records are handled in a timely manner. This job description does not imply that these are the only duties to be performed. They may be required to follow any other instructions and to perform other duties requested by their supervisor based on the needs of the organization.

Essential Job Duties: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Understand HIPAA.
• Be able to determine who can access a patient’s medical records.
• Be able to process electronic faxes.
• Scan completed medical releases into EMR.
• Answer multiple phone lines.
• Processing medical records requests from patients, outside providers and legal requests per protocol. This includes follow-up with outside doctors’ offices and medical records companies and managing requests in a timely manner.
• Must be detail oriented.
• Work cooperatively with others, including appropriate communication with patients, providers, support staff and administration.
• Comply with all company policies and procedures found in the employee handbook.
• Perform other duties as assigned directly or indirectly by management.

Required education and experience: The requirements listed below are representative of the knowledge, skills, and/or ability required.

Minimum Education (or substitute experience) required:

• High School Diploma or equivalent (GED).

Minimum Experience Required:

• Successful completion of a medical front office program or on the job training with an emphasis on customer service.
• EPIC: EMR (a plus).

Minimum Knowledge and Skills Required:

• Bilingual Spanish is preferred.
• Knowledge of medical terminology desired.
• Ability to work with clinical staff and handle direction from more than one provider.
• Ability to learn about patients and their problems.
• Professional communication skills.
• Commitment to the concepts of preventative health care and team approach to health care delivery.
• Be willing to work in a dynamic team-based setting where daily job duties may fluctuate depending on needs.
• Ability to communicate effectively and congenially with patients and staff members in person and over the phone.
• Ability to exercise tact, initiative, and good judgement when interacting with patients and staff members.
• Basic office skills such as typing, transferring calls, faxing, etc.
• Organizational and problem-solving skills
• Ability to work on the computer for long stretches of time.
• Ability to navigate and accurately input within the EMR system.
• Ability to accept supervision and feedback.
• Politeness, confidence, tact, patience, and diplomacy while dealing with complex and confidential situations.
• Excellent communication skills.
• Problem solving skills.
• Ability to maintain a professional and courteous relationship with all members.

Benefits at a Glance:
We offer a comprehensive benefits package designed to support your health, family, financial security, and work-life balance. This includes wellness coverage (medical, dental, vision), life and disability options (life, AD&D, voluntary plans), flexible spending accounts (healthcare and dependent care), retirement savings with a 401(k) match, employee referral bonuses, and generous time off including paid holidays. Employees also have access to an Employee Assistance Program to support overall well-being. 

Work Authorization: Must be authorized to work in the United States.