Medical Records Coordinator

Founded over 80 years ago, the Wheaton Eye Clinic is a nationally recognized multi‑subspecialty ophthalmology practice that spans the western suburbs of Chicago and is the largest independent ophthalmology clinic in the Midwest. We pride ourselves on serving the community both as a caring eye care provider and as a reputable employer. Our offices are located in Wheaton, Naperville, Hinsdale, Saint Charles, Bartlett, and Plainfield and an ophthalmology‑specific ambulatory surgery center at the main office in Wheaton. We have both Ophthalmologists and Optometrists in every ophthalmic subspecialty are highly respected in the region and have superb relationships with referring colleagues and health systems. Patients travel to Wheaton Eye Clinic from throughout Northern Illinois, as well as from across the United States. Our referring physicians locally, across the United States, and from many international countries, send their patients to Wheaton Eye Clinic because of its unwavering reputation for exceptional patient care. More than 170,000 patient visits occur each year. Our mission at Wheaton Eye Clinic is to provide comprehensive eye care services of the highest quality and value. This dedication to excellence is founded on how we strive to surpass each patient’s expectations in the delivery of competent, timely, and compassionate eye care. Job Summary As Medical Records Coordinator the incumbent will effectively oversee the day‑to‑day operation of the Medical Records department and staff and will be accountable to ensure all requests for medical records are handled in a timely, accurate, secure and confidential manner. As Administrative Support, the Coordinator assists the Chief Operating Officer (COO) with administrative duties and special projects as assigned, including coordination of employee events and other clinic‑related administrative functions. THIS ROLE IS NOT REMOTE - FULL TIME IN THE WHEATON OFFICE. Duties/Responsibilities Ensure department organization and maintenance of medical records. Promote quality and patient safety and ensure staff is in compliance. Ensure only authorized individuals have access to patient medical information and all releases of information are in compliance with the request authorization, company policy and HIPAA regulations. Make certain that quality services are provided at all times by the Medical Records staff. Train staff on medical record responsibilities. Ensure the department is in compliance with all HIPAA and Wheaton Eye policies and procedures. Answer staff questions and assist in problem resolution regarding medical record activities. Follow up on any department concerns under the direction of the Revenue Cycle manager and assist with solutions for a full resolution of issues. Answer calls from clinical staff pertaining to medical records. Complete, mail, fax, and scan medical records as assigned. Explain the law and our privacy policy to the patients as needed. Maintain appropriate documentation to access medical records. Accurately scan patient medical records into appropriate location. Respond to requests for information from files according to established policies and procedures. Research, review and copy medical records for subpoenas. Operate computer to retrieve data and file signed correspondence and reports. Perform the daily responsibilities of the Medical Records Clerk when necessary. Complete other assignments as necessary. Administrative Support Responsibilities Coordinate and perform level complex and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures. Provide administrative support to both President and Administrator. Provide administrative support for special projects and employee events. Arrange and schedule meetings. Order office supplies and monitor inventory. Coordinate special events. Co‑ordinate and prepare for Shareholders Meetings held approximately every other month. Notary responsibilities. Follows HIPAA guidelines for patient privacy. Perform other related duties as assigned under guidance of the COO and /or President. Must meet attendance requirements as outlined in the current Wheaton Eye Clinic policy. Required Skills/Abilities Ability to work independently and with minimal supervision. Ability to work effectively with the staff and public. Ability to handle multiple tasks and work with shifting priorities. Computer literate with the ability to perform data entry, basic use of Microsoft Office suite, and ability to communicate using the current email program in place. Knowledge of EMR system– Epic preferred. Ability to use and operate electronic office equipment including but not limited to computer, keyboard, mouse, fax machine, telephone, copier. Knowledge of medical terminology. Education and Experience High School Diploma or Equivalent. Software / Computer Skills Proficient in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint). Proficient in the use of office technology, business software, and electronic communication tools. Ability to learn and utilize HRIS, EMR, and other software systems as required. Disclaimers This position description is not intended to be all‑inclusive and Wheaton Eye Clinic reserves the right to change or assign other duties to this position to meet the ongoing needs of the organization. Wheaton Eye Clinic will consider reasonable accommodations whenever necessary to provide equal employment opportunities to otherwise qualified individuals with a disability. Employment with Wheaton Eye Clinic is “at‑will”. Full Time Benefits Medical Group Life and LTD Paid Time Off Paid Holidays Clothing Allowance Vision Care Benefits Voluntary Benefit Offerings – Life, STD, Critical Illness, Accident #J-18808-Ljbffr