Medical Records Coordinator

Medical Records Coordinator

The Medical Records Coordinator is responsible for managing and maintaining accurate and complete documentation of patient records, including admissions, services provided, and discharges. This role ensures the security, confidentiality, and compliance of all documentation within the electronic medical record (EMR) system. The coordinator is knowledgeable in all aspects of agency policies and services and plays a key role in supporting clinical operations, regulatory compliance, and interdepartmental communication.

Key Responsibilities:

• Print and prepare 485s, physician orders, and other clinical documentation for both Medical-Surgical and Hospice departments.
• Send documentation to physicians via fax, mail, or upload to Doc Center and follow up on outstanding orders.
• Track and monitor the timely receipt of signed physician orders in accordance with agency standards (1430 days).
• Run system reports including Outstanding Reports, Incomplete Reports, Certification/Recertification Reports, and Face-to-Face documentation for Hospice.
• Follow up with physician offices for outstanding documentation and record communications in the EMR.
• Identify and correct discrepancies in physician demographics, documentation data, diagnosis codes, and clinician authorship.
• Scan and upload clinical documentation to the appropriate patient episode within the EMR.
• Ensure completeness of key documents such as MOLST forms, IDG notes, and consent forms.
• Collaborate with vendors (e.g., McBee, Sharecare) to process certifications, recertifications, and record requests.
• Retrieve and submit required documents for regulatory bodies and internal audits.
• Address and document any privacy or HIPAA-related concerns per agency guidelines.
• Identify trends in incomplete or inaccurate documentation and escalate to appropriate staff.
• Notify clinical staff to finalize documentation as needed and assist in documentation education.
• Cross-train to support front desk responsibilities, including answering phones and overhead paging.
• Assist with developing and improving agency medical records procedures and workflows.

Requirements:

• High school diploma or equivalent required; one (1) year of related experience preferred.
• Familiarity with medical terminology.
• Proficient in Microsoft Office applications (Excel, Word, Access, Outlook).
• Experience with electronic health record (EHR/EMR) systems preferred.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Excellent communication and follow-up skills.