Health Information/Medical Records Coordinator

Description

Health Information/Medical Records Coordinator - Help Keep Patient Care Moving

Are you detail-oriented, highly organized, and experienced in managing healthcare records? Do you enjoy keeping information accurate, protecting confidentiality, and following through to ensure nothing falls through the cracks?

Home Healthcare, Hospice & Community Services (HCS) is seeking a full-time Health Information/Medical Records Coordinator to support our home health, hospice, and community services programs. Your work will help ensure patient records are complete, compliant, secure, and available when our care teams need them.

Position Details

• Employment: Full-time.
• Location: Keene office; hybrid based on work priorities.
• Reports to: Senior Director of Clinical Operations.

Why This Role Matters

Accurate, accessible records support timely care and effective coordination. In this role, you will work with clinical staff, physicians, referral sources, and administrative teams to resolve documentation gaps, track required signatures, and protect sensitive patient information.

Key Responsibilities

• Manage Patient Records: Maintain organized electronic and paper records; scan, upload, index, and file documentation; verify completeness at admission, recertification, transfer, discharge, and death; and maintain archives according to retention requirements.
• Review Documentation: Conduct regular chart audits to identify missing documentation, unsigned orders, incomplete assessments, and overdue clinical notes. Monitor compliance with agency, state, federal, accreditation, and payer requirements, including CMS, Medicare, and Medicaid.
• Track Physician Signatures: Monitor orders, plans of care, face-to-face encounter documentation, certifications, recertifications, and other required signatures. Maintain tracking logs, follow up daily with physician offices and clinical staff, escalate overdue issues, and promptly process completed documents.
• Process Record Requests: Verify authorizations, release records in accordance with HIPAA and agency policies, document releases, and respond to patients, families, insurers, attorneys, hospitals, and government agencies within established timeframes.
• Support Referrals and Intake: Review referral documentation for completeness, organize and route records, enter admission documentation promptly, and coordinate with intake and scheduling teams to support timely initiation of care.
• Protect Patient Information: Follow privacy, security, password, and access-control practices for electronic and physical records. Report potential privacy breaches or security concerns immediately.
• Support Compliance and Quality: Maintain audit logs, prepare requested compliance reports, assist with audits and accreditation reviews, and participate in department meetings and quality improvement activities.
• Coordinate With Care Teams: Communicate documentation deficiencies and timely reminders, help staff retrieve records, and support understanding of documentation requirements.

Work Environment and Physical Requirements

• Office-based work in Keene, with hybrid work based on work priorities.
• Regular computer, electronic records system, and office equipment use, including periods of seated work.
• Typing, scanning, handling documents, and moving within the office to access files and equipment.
• Reviewing electronic and paper documentation and communicating with staff and providers, with reasonable accommodation as needed.
• Secure handling of confidential patient information throughout daily work.

Apply Today

Bring your healthcare records experience, attention to detail, and commitment to confidentiality to HCS. Help our teams access the information they need to support patients and families throughout our communities.

Requirements

Required

• High school diploma or GED.
• Minimum of 2 years of experience in medical records, healthcare administration, health information management, home health, hospice, physician practice, or a related healthcare setting.
• Working knowledge of HIPAA privacy and security regulations.
• Experience managing and maintaining electronic medical record or electronic health record (EMR/EHR) systems.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Strong organizational skills and the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and accuracy in documentation review.
• Strong written and verbal communication skills.
• Ability to work independently and collaborate effectively with clinical, administrative, and physician office staff.
• Ability to maintain strict confidentiality of PHI.

Preferred

• Associate’s degree in Health Information Management, Healthcare Administration, Business Administration, or a related field.
• Experience in home health, hospice, palliative care, or community-based healthcare services.
• Knowledge of Medicare Conditions of Participation, hospice regulations, and state licensing requirements.
• Experience with physician order management, plan of care processing, and clinical documentation compliance.
• Experience preparing records for accreditation surveys, audits, and regulatory reviews.
• Familiarity with healthcare quality assurance and compliance programs.

One or more of the following certifications:

• Registered Health Information Technician (RHIT) - American Health Information Management Association (AHIMA).
• Registered Health Information Administrator (RHIA) - AHIMA.
• Certified Electronic Health Records Specialist (CEHRS) - National Healthcare Association (NHA).
• Certified Healthcare Access Associate (CHAA) - National Association of Healthcare Access Management (NAHAM).
• Certified Professional in Healthcare Information and Management Systems (CPHIMS) - Healthcare Information and Management Systems Society (HIMSS).
• Certified Medical Administrative Assistant (CMAA) - National Healthcare Association (NHA).