Medical Records Coordinator - Barg Family Clinic

Medical Records Coordinator - Barg Family Clinic

AFCN Barg Family Clinic - Little Rock, AR 72211

Position Overview

Level: Experienced Position Type: Full Time Category: Primary Care / Family Practice

Position Description

Position: Medical Records Coordinator

FLSA Status: Non-Exempt

Reports To: Clinic Manager

Job Summary:

Under the direction of the Clinic Manager, the Medical Records Coordinator is responsible for maintaining, organizing, and processing patient health information in compliance with federal, state, and organizational regulations. The Medical Records Coordinator ensures the accuracy, security, and confidentiality of all physical and electronic medical records, coordinates the release of information to authorized entities, and facilitates efficient document management across the practice.

Supervisory Responsibilities:

None

Safety Sensitive Role:

Yes

Duties/Responsibilities:

Maintain and organize paper and electronic health records (EHR) to ensure completeness, accuracy, and timely filing of reports, lab results, and correspondence.

Process and fulfill requests for medical records from patients, insurance companies, legal entities, and other healthcare providers in accordance with HIPAA regulations and company policy.

Review incoming medical records and documentation for accuracy, missing data, and proper provider signatures before indexing into the electronic health system.

Manage chart deficiency tracking and follow up with clinical staff to ensure timely completion of medical documentation.

Scan, upload, and index external medical documents, diagnostic reports, and correspondence into correct patient charts with high precision.

Handle incoming and outgoing faxes, mail, and electronic transmissions related to patient health information.

Ensure the strict confidentiality, privacy, and security of all patient health information in compliance with HIPAA and other privacy laws.

Audit medical charts periodically for quality assurance, compliance, and readiness for audits or accreditation reviews.

Assist clinical and administrative staff with record retrieval, chart audits, and health information inquiries.

Process record archival, off-site storage transfers, and destruction requests according to established retention schedules and legal guidelines.

Escalate non-routine compliance issues, privacy breaches, or complex record requests to the HIM Manager or Practice Manager.

Ensure safety checklists, data security protocols, and quality controls are completed as required.

Perform other duties as assigned by the HIM Manager, Clinic Manager, or healthcare provider(s).

Required Skills/Abilities:

Teamwork Orientation: works cooperatively and collaboratively with others toward the accomplishment of shared goals.

Service Orientation: desire to serve and focus one's efforts on discovering and meeting the needs of internal and external customers.

Achieves Results: reflects a drive to achieve and outperform. Continuously looking for improvements. Accepts responsibility for actions and results.

Learning and Growth: has a commitment to continuous professional and organizational learning.

Communication: practices attentive and active listening and can restate opinions of others; communicates messages in a way that has the desired effect.

Thorough knowledge of HIPAA regulations, medical privacy standards, and health information management practices.

Demonstrated understanding of medical terminology, documentation standards, and record filing systems.

Strong attention to detail with high accuracy in data entry, scanning, and document indexing.

Ability to effectively communicate with patients, legal representatives, and medical staff.

Demonstrate sound judgment and composure in handling sensitive or confidential information.

Good computer skills using electronic health record (EHR) systems and document management applications.

Possess a strong work ethic and a high level of professionalism.

Education and Experience:

High school diploma or equivalent required.

Associate's degree in Health Information Management or a related field preferred.

2 - 4+ years of experience in medical records, health information management, or a similar administrative healthcare role preferred.

Training and competency in electronic health record (EHR) navigation and HIPAA compliance policies.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer and document scanner.

May require occasional periods of standing, walking, reaching, and bending to access filing systems.

Must be able to lift up to 25 pounds at times for file boxes or record storage.

Disclaimers:

This job description reflects EngageMED's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Critical features of this job are listed above. They may be subject to change at any time due to reasonable accommodation or other reasons.