Medical Records Coordinator

Caring for our community starts with you. Join a team that believes everyone deserves care.

Candidates must reside within NorthLakes' service area at the time of hire and maintain residency throughout employment.

The Medical Records Coordinator is responsible for the accurate, timely, and efficient management of patient medical records, with a primary focus on scanning and indexing into the electronic health record (EHR) and processing Release of Information (ROI) requests. This position ensures that medical records are complete, organized, accessible, and maintained in accordance with organizational policies and applicable state and federal laws, including HIPAA.

The Medical Records Coordinator works collaboratively with clinical and administrative staff, patients, providers, and external partners to support the integrity, confidentiality, and appropriate disclosure of patient health information.

Salary begins at $16.86 + per hour depending on experience.

Essential Job Functions

Essential Functions of the Job: [Other duties may be assigned.]

Scanning and Indexing Functions:

• Reviews incoming documents for completeness, legibility, accuracy and appropriate patient identification prior to scanning or indexing.
• Indexes a high volume of documents into the correct patient record.
• Ensures documents are assigned to the correct patient, provider, document type and category.
• Apply appropriate naming and indexing conventions consistently and accurately.
• Identifies duplicate, incomplete, misdirected, or incorrectly identified documentation and takes appropriate action to resolve discrepancies.
• Maintains a high level of accuracy while meeting established productivity and turnaround-time expectations.
• Communicate with medical records and other clinic departments regarding missing, incomplete, or improperly submitted documentation.
• Collaborates with internal departments to review, maintain, and improve processes related to the receipt, scanning, and indexing of medical record documents.
• Identifies and escalates potential patient identification, documentation, or indexing errors according to department procedures.

Release of Information Functions:

• Processes requests for patient medical records in accordance with organizational policies and applicable state and federal laws, regulations, and HIPAA requirements.
• Reviews requests for medical records to determine whether the request is complete, valid, and appropriately authorized before records are released.
• Educates patients, staff, and other requestors on how to complete Release of Information forms accurately and completely.
• Communicates with requestors to obtain missing or additional information when necessary to fulfill a request.
• Determines the appropriate records to disclose based on the request, authorization, applicable policies, and legal requirements.
• Notifies provider before releasing records containing mental health, AODA, SUD, or other specially protected information, as required by organizational policy and applicable law.
• Processes authorized medical record requests.
• Coordinates the appropriate delivery method for completed requests, including mail, fax, secure electronic transmission, email or transfer to an NLCC location for patient pickup.
• Maintains appropriate documentation of requests and disclosures in accordance with department procedures.
• Protects patient confidentiality throughout the entire release process and uses appropriate safeguards when transmitting PHI.
• Responds professionally to questions and concerns from patients, providers, staff, attorneys, insurance companies, other healthcare organizations, and authorized third parties.
• Monitors assigned requests to ensure timely completion and follows up on outstanding items as needed.

Qualifications and Education Requirements

• Minimum Education Required: High school diploma or equivalent required; additional education or certification in Health Information Management, Medical Records, or a related field preferred.

• Years of Required Experience: Previous experience in medical records, health information management, healthcare administration, or Release of Information preferred.

• Experience with systems, computer applications/software: Demonstrated proficiency with computers and standard office systems, including email, Microsoft Office applications, document management, scanning, and other computer-based tools necessary to perform the essential functions of the position. Experience in Epic and Dentrix, preferred.

• Required (or Preferred) Licensure/Cert/Credentials: N/A

Benefit Statement

For full time and part time employees who work 24 or more hours per week we offer a generous benefits package that includes:

• Medical and dental insurance

• Employer paid group term life and disability

• Employer contribution toward Health Savings Account

• Flexible Spending Accounts

• Paid Time Off (PTO), Paid Holidays and Paid Leave Bank

• 403(b) with a 4% employer match

Various voluntary benefits:

• Vision Insurance

• Supplemental Life, AD&D and Disability

• Tuition reimbursement

• Health and Wellness reimbursement program

• Employee Assistance Program, and other specialized behavioral health services and resources for employees and family members

• Partner of HRSA/NHSC loan repayment program

Our Mission is to respond to the healthcare needs of our communities with an integrated array of quality services and actively remove barriers to wellness.

NorthLakes Community Clinic is an Equal Opportunity Employer. All qualified applicants will be considered for employment regardless of age, race, color, creed, religion, sex, sexual orientation, national origin, ancestry, marital status, disability, military or veteran status, or any other classification protected by applicable law.

All offers of employment are contingent upon successful completion of a criminal background check and references.

At NorthLakes Community Clinic , our organizational competencies highlight the behaviors and values that guide how we work and provide a shared foundation for performance, development, and growth throughout an employee’s career with us.

NorthLakes Community Clinic Organizational Competencies

Mission Driven - Advances the organizational mission, vision and values in executing job duties.

Customer Service - Committed to increasing customer satisfaction, sets proper customer expectations, assumes responsibility for solving customer problems, ensures commitments to customers are met.

Quality - Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems.

Creativity - Generates new ideas, supports change, provides innovative solutions, solves problems creatively.

Integrity - Earns the trust and confidence of coworkers and customers through honest communication, ethical behavior and professionalism in all interactions.

Teamwork - Contributes to meeting team deadlines and responsibilities, listens to others and values opinions, helps team to meet goals, welcomes newcomers and promotes a cooperative team atmosphere.

Self-Development - Seeks out and accepts feedback, is a proactive learner, takes on tough assignments to improve skills, keeps knowledge and skills up-to-date, turns mistakes into learning opportunities.

Job Knowledge - Understands duties and responsibilities, possesses necessary job knowledge and technical skills, maintains job knowledge current.

Communication - Understand and communicate effectively with others using a variety of contexts and formats, which include writing, speaking, reading, listening and interpersonal skills.

Dependability - Meets commitments, works independently, accepts accountability, handles change, sets personal standards, stays focused under pressure, meets attendance/punctuality requirements.

Trauma/Resilience Informed - Understands that trauma is prevalent and ​resilience can be cultivated and improved; and operates in a manner consistent with these principles.