Records Management Coordinator

Records Management Coordinator

The Records Management Coordinator is responsible for the day-to-day oversight of medical records processes, internal and external referral workflow, chart auditing, and data aggregation within a Certified Community Behavioral Health Clinic (CCBHC) in New York State. This position supports timely access to care, accurate and complete clinical documentation, secure management of protected health information, and reliable reporting that aligns with organizational standards and applicable federal and New York State requirements. The Records Management Coordinator serves as the central lead for all medical records operations, ensuring timely, accurate, and compliant handling of internal and external requests. This role oversees the full lifecycle of health information management processes, including release of information, chart audits, documentation integrity, and regulatory adherence. The coordinator provides day-to-day supervision and guidance to staff responsible for reviewing clinical charts to verify that documentation meets billing, coding, and regulatory compliance standards. They develop audit workflows, monitor performance, and escalate risks or deficiencies that could impact reimbursement or compliance outcomes.

Essential Duties and Responsibilities:

• A key responsibility of this position is data aggregation and trend reporting. The coordinator analyzes audit findings, request volumes, turnaround times, and documentation patterns to identify opportunities for improvement. They prepare routine and ad-hoc reports for leadership, highlighting risks, gaps, and operational performance.
• The role also plays a critical part in continuous quality improvement (CQI) efforts. The coordinator helps design, implement, and monitor closed-loop workflows that strengthen documentation quality, streamline processes, and improve patient care outcomes. They collaborate with clinical, billing, compliance, and administrative teams to ensure that improvement initiatives are data-driven, sustainable, and aligned with organizational goals.
• Overall, the Records Management Coordinator ensures that medical records operations are efficient, compliant, and optimized to support high-quality care, accurate billing, and strong organizational performance.
• Coordinate and maintain medical records processes, including document intake, scanning, indexing, filing, retrieval, tracking, retention, and secure release of information in accordance with agency policy and confidentiality requirements.
• Review clinical and medical records for accuracy, completeness, timeliness, and compliance with documentation standards; follow up with staff to resolve missing, inconsistent, or incomplete information.
• Manage internal and external referral processes, including receipt, tracking, documentation, communication with referral sources, and coordination of timely handoffs to appropriate clinical or community-based services.
• Monitor referral status and maintain logs or tracking systems to support access, continuity of care, and follow-up on pending, incomplete, or closed referrals.
• Conduct routine chart audits to evaluate documentation quality, required forms, signatures, consents, assessments, treatment planning, and other record components as defined by clinic policy, payer requirements, and regulatory standards.
• Prepare audit findings, identify trends, and communicate deficiencies or opportunities for improvement to supervisors, quality, compliance, and program staff as appropriate.
• Aggregate data from medical records, referral activity, and audit results to support quality improvement, operational reporting, compliance monitoring, performance measurement, and reporting to OASAS as necessary.
• Develop and maintain reports, dashboards, spreadsheets, and tracking tools related to referrals, record completion, audit outcomes, and related workflow indicators.
• Collaborate with clinical, quality, compliance, billing, intake, and program staff to promote accurate documentation, consistent workflow, and timely information exchange.
• Support readiness for internal reviews, external audits, accreditation activities, and monitoring visits by organizing documentation and assisting with record review requests.
• Maintain the confidentiality and security of protected health information and sensitive records in accordance with HIPAA and applicable federal and New York State requirements.
• Assist with implementation and ongoing improvement of policies, procedures, and workflows related to records management, referrals, chart review, and data integrity.
• Provide training and guidance to all staff on documentation expectations, referral tracking procedures, and records management practices as assigned.
• Perform other related duties assigned to support CCBHC operations, care coordination, and compliance activities.
• Other related duties as assigned.
• Management has the right to add or change the duties of this position at any time.

Supervisory Responsibilities:

Directly supervises assigned employees. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include but are not limited to interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Required: Associate degree in Health Information Management, Healthcare Administration, Human Services, Business Administration, or a related field; or an equivalent combination of education and experience. Minimum of two (2) years of experience in medical records, health information management, behavioral health operations, referral coordination, quality assurance, or a related healthcare administrative role.

Preferred: Bachelor's degree or four (4) or more years of experience in a CCBHC or behavioral health outpatient setting.

Working knowledge of electronic health records (EHR), medical records management, chart review, data tracking, and HIPAA/confidentiality requirements.