Job Description

Job Summary:

The  Medical Records Coordinator is responsible for maintaining accurate and confidential patient records in accordance with HIPAA regulations. This role includes managing electronic and paper filing systems, processing medical documentation, supporting healthcare professionals in accessing patient data, and assisting patients with record-related inquiries. The ideal candidate is detail-oriented, tech-savvy, and committed to safeguarding sensitive health information. This is a hybrid position, offering a combination of remote and on-site work. Please note that work arrangements are subject to change at the discretion of the company based on business needs and operational requirements.

Responsibilities:

• Organize, maintain, and update patient records in both electronic and paper formats.
• Accurately retrieve, scan, evaluate, and index medical documents into the correct EHR location in a timely manner.
• Document all medical record requests and outcomes in the patient chart.
• Identify and correct misfiled or misplaced charts; merge duplicate records as needed.
• Notify requestors of chart non-availability and escalate complex discrepancies to senior staff.
• Verify and correct patient demographic information according to procedures.
• Maintain confidentiality of patient information and apply knowledge of HIPAA regulations, particularly regarding release of information.
• Review and route incoming eFax documents, prioritizing and distributing based on urgency and policy.
• Compile and route clinical documentation and test results to the appropriate providers.
• Assist in maintaining and updating the provider directory within the EHR system.
• Retrieve and release medical records upon request in compliance with privacy regulations.
• Prepare and process billable invoices for applicable medical record requests and collect payments.
• Assist patients with navigating the patient portal and refer technical issues to senior staff when needed.
• Operate and maintain office equipment including scanners, fax machines, and postage machines; process certified mailings as required.
• Support clerical projects and assist the EHR department with additional tasks as assigned by senior staff.

Qualifications:

• High School Diploma or equivalent required
• Minimum of 2 years in an administrative or clerical support role
• Experience with Electronic Health Record (EHR) systems preferred
• Proficient in Microsoft Office, including Outlook, Word, and Excel
• Excellent attention to detail and organizational skills
• Strong communication and customer service abilities
• Ability to work independently and manage multiple priorities in a fast-paced environment

Physical Requirements: 

• Prolonged sitting at a computer workstation.
• Extensive telephone use and multitasking ability.
• Detail-oriented data processing for extended periods.
• Ability to lift light objects and retrieve files.
• Clear vision for computer and paper-based tasks.
• Effective verbal communication.

Disclaimer:

This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. This document does not constitute a contract of employment, and employment remains at-will unless otherwise specified. Employees with questions regarding their responsibilities are encouraged to consult their supervisor or Human Resources.

Pay Range: $20.00 - $24.00 per hour

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