Medical Records Coordinator

Job Description

Job Description

POSITION SUMMARY

NOTE: ROLE WILL BECOME AVAILABLE JUNE 2026

The Medical Records Coordinator ensures that all medical records related work is completed accurately and in a timely manner. Responsibilities include processing Provider Medical Records Review (MRR) reports, uploading and labeling Butterfly imaging, scanning and assigning incoming documents, and uploading new patient packet questionnaires. The Coordinator also assists with department email management and ensures prompt responses to internal and external inquiries.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Process provider MRR (Medical Records Review) reports by scrubbing, uploading, and serving.

· Upload Butterfly images to the patient chart.

· Receive, upload, and label new patient packets and consents.

· Receive daily scans; upload each document into the patient chart, label properly, and assign if needed.

· Daily in‐office pick‐up and processing of standard scans and urgent scans; IMR scan pick‐up completed twice daily (AM and PM).

· Coordinator will receive, scan, upload, and assign authorization mail, including Maximus IMR applications and Final Determinations.

· Process patient medical records requests within 7–10 days, longer if pending Psychological clearance.

· Process medical record subpoenas and forward to the designated coordinator the same day or next day after receipt.

· Process billing subpoenas and submit to the requesting party within 10 days.

· Send incoming faxes to the Dr. Catalyst team for assignment during periods of high in‐office workload.

· Support with J‐Connect faxes and forward items to the appropriate team for processing.

· Serve as backup for yearly HIPAA packets, team tasks, and mail‐out notices.

· Assist with the Medical Records email group; respond to incoming inquiries within 2–3 days, or within 24 hours when urgent.

· Help the team answer emails and phone inquiries promptly, ensuring stakeholders receive requested information in a timely manner.

· Respond to emails within 3 days, or within 24 hours when urgent.

· Answer phone calls on assigned phone days and return voicemails within 24 hours.

· Check voicemails 1–2 times daily.

· Respond to all voicemails within 24 hours.

· Serve as backup for medical records requests as needed.

· Act as backup for team assignments and mail‐out notices as required.

· Other duties as assigned.

QUALIFICATIONS REQUIRED (EDUCATION, EXPERIENCE, AND SKILLS)

· High School Diploma or GED

· Minimum of 2 years of experience working in a medical office.

· Superior verbal and written communication skills.

· Excellent customer service skills.

· Ability to multitask and prioritize effectively.

· Strong computer skills required.

· Ability to type a minimum of 40 wpm.

PREFERRED

· Experience working in a medical records or health information management department.

· Familiarity with electronic health record (EHR) systems, preferably Epic or similar platforms.

· Knowledge of HIPAA regulations and best practices for medical record handling.

· Prior experience with high‐volume scanning, indexing, and document management workflows.

· Strong organizational skills with a high level of accuracy and attention to detail.

· Ability to work independently with minimal supervision while maintaining productivity standards.

· Bilingual skills (Spanish/English) preferred but not required.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these functions.

· While performing the duties of this position, the employee is regularly required to communicate clearly and effectively, both verbally and in writing, with patients, staff, and vendors.

· The employee is frequently required to use hands and fingers to handle, feel, type, and operate computers, telephones, and other standard office and medical administrative equipment.

· The employee is primarily required to sit for extended periods; occasional standing, walking, and reaching with hands and arms may be necessary.

· The employee may occasionally be required to stoop, kneel, or bend to retrieve files, supplies, or office equipment.

· The employee must occasionally lift and/or move up to 20–25 pounds (e.g., files, supply boxes, or office equipment).

· Specific vision abilities required include close vision, distance vision, color vision, and the ability to adjust focus for computer work and reviewing documents.

· The noise level in the work environment is generally moderate, consistent with a standard office or clinic setting, and tasks are often performed in close proximity to other staff.

Pain & Rehabilitative Consultants Medical Group (PRCMG) is a leading Northern California practice providing comprehensive, evidence-based pain management and rehabilitative care through a multidisciplinary team dedicated to improving function and quality of life.

Company Description

Pain & Rehabilitative Consultants Medical Group (PRCMG) is a leading Northern California practice providing comprehensive, evidence-based pain management and rehabilitative care through a multidisciplinary team dedicated to improving function and quality of life.