Medical Records Coordinator

Job Description

Job Description

SUMMARY OF POSITION

A Medical Records Coordinator is responsible for appropriately and accurately verifying and processing requests for patient’s medical records to be pulled for patient care, quality review, and audits in a timely manner. The Medical Records Coordinator will manage the secure and compliant release of medical and patient information in accordance with all applicable federal, state, and institutional regulations, such as HIPAA. Additionally, the Medical Records Coordinator is responsible for accurately scanning, indexing, and uploading paper records and faxed documents into the electronic health record to ensure complete and timely patient documentation.

ESSENTIAL JOB DUTIES

• Maintaining and organizing physical medical records and electronic medical records, ensuring information is complete, accurate, and properly filed.
• Responding to release of information (ROI) requests for medical records and logging all requests in the electronic health record (EHR) system. 
• Accurately handling and processing requests for medical information from patients, healthcare providers, insurance companies, attorneys, and other authorized parties. 
• Performing quality checks on medical records and release process to ensure accuracy and protecting the organization from potential disclosures of Protected Health Information (PHI).
• Validating requests and authorizations for the release of medical information.
• Scanning and attaching documents to the right patient in the EHR system. 
• Reviewing and uploading incoming faxes into the EHR system.
• Manage phone calls and voicemails related to medical records inquiries.
• Receive, review, and upload medical records or related documents received via mail or email into the EHR. 
• Interacting with requestors and colleagues in a professional and respectful manner while maintaining a positive image of the organization.
• Managing workload and staying focused for extended periods. 
• Following established company policies and procedures, as well as state and federal regulations, in all aspects of the role.
• Adhering to HIPAA regulations.
• Carrying out Vibrant Health’s mission: We provide access for all to integrated and high-quality care that fosters health beyond our walls.
• Accepting and using supervision, direction and consultation to maximize available resources in the completion of work duties.
• All job responsibilities will be carried out under the direction of the organization’s policies and procedures. 
• Additional responsibilities may be assigned as needed to maintain and improve effective functioning of the department and to advance the mission of the organization.
• Other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• High school diploma or equivalent.
• Strong knowledge of medical terminology, healthcare procedures, and legal requirements related to medical records.
• Strong communication and interpersonal skills.
• Familiarity with electronic health record (EHR) system.
• Ability to maintain confidentiality and handle sensitive information responsibly.
• Knowledge of HIPAA regulations and healthcare compliance.
• Proficiency in data entry and record management. 
• Proficiency in personal computers and Microsoft Word, Excel, Outlook, and PowerPoint. 

Individual must:

1. Develop rapport with patients and their families, community and other healthcare professionals.
2. Exhibit a professional and respectful demeanor.
3. Work successfully independently and within a team, shifting tasks, prioritizing tasks and problem-solving daily.
4. Demonstrate excellent customer service, helpfulness, and a positive attitude. 
5. Possess superior organizational skills with attention to detail and the ability to multi-task and meet deadlines.
6. Demonstrate the ability to recognize, understand, and appreciate the value of cultural diversity and communicate medical information in plain language.
7. Demonstrate social and cultural sensitivity appropriate to ethnically and economically diverse patients and staff. 
8. Exhibit experience and working knowledge of local community resources.
9. Hold current driver’s license and reliable transportation.
10. Travel to all parts of the facility and throughout the community.

PREFERRED KNOWLEDGE, SKILLS, AND ABILITIES

• Bilingual in English and Spanish.
• Health Information Management (HIM) experience.
• One year of relevant work experience, preferably in a medical setting.

SUPERVISORY RESPONSIBILITY

None

Americans with Disability Specifications

Physical Demands

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

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands and fingers to handle or feel objects, tools or controls; reach with hands and arms; climb stairs; talk and hear. The employee must frequently lift and/or move materials that may weigh up to 40 pounds.

Work Environment 

• Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Must have manual dexterity and experience to perform handwritten paperwork, recordkeeping, and filing.
• Prolonged sitting, standing, or walking may be required. 
• Frequent bending/stooping, squatting, reaching above the shoulders, twisting and turning, kneeling, and pushing/pulling may be required. 
• Employment is contingent upon successful clearance from Criminal, Kansas and Missouri Child/Elder Abuse and Neglect, Sex Offender background investigations, TB testing, pre-employment drug testing, and verification of Hepatitis-B, flu and COVID-19 immunizations.
• Occasional evening and weekend availability is required. 

Trauma Informed Care

At Vibrant Health, we understand that many, if not most, people have experienced trauma in their lives. We have made a commitment to trauma informed care and support and educate team members continued development of understanding of how trauma affects individuals and coping strategies. We expect employees to incorporate their understanding about trauma into interactions with our patients and families, clinic visitors, and with each other.

Equal Employment Opportunity

Vibrant Health is an Equal Employment Opportunity (EEO) employer and complies with all applicable federal, state, and local employment laws. Employment decisions are based on qualifications, merit, performance, and business needs. We are committed to maintaining a workplace where all employees and applicants are treated with fairness, dignity, and respect. We provide equal employment opportunities to all qualified applicants and employees without regard to any status protected by applicable law. Vibrant Health also complies with applicable affirmative action and veteran employment requirements as required by law. Qualified veterans and individuals with disabilities are encouraged to apply.