Medical Records Coordinator

Join Our Team as a Medical Records Coordinator!

Are you highly organized, detail‑driven, and passionate about supporting quality care for elders in our community? Cherokee Elder Care is seeking a dedicated Medical Records Coordinator to play a vital role in managing and protecting participant health information. In this position, you will help ensure that our clinical teams have accurate, timely, and well‑maintained records—directly contributing to the excellence of care we provide every day. If you thrive in a collaborative environment and take pride in precision and confidentiality, we invite you to bring your skills to our mission‑centered team.

Job Summary

The Medical Records Coordinator is responsible for the set-up, filing, maintenance, and protection of participant health information.

Essential Job Functions

• Maintain strict confidentiality of all participant information.
• Obtain signatures for changes in authorizations to release protected health information, and process the requests for participant’s records.
• Ensures the completeness and accuracy of the participant’s medical record by attention paid to small details, persistence with obtaining records and inputting of information into the medical record in a timely manner.
• Requests medical records by phone, email or fax, with confirmation, on an ongoing basis, and enters all requests on applicable logs.
• Receives and distributes medical records from outside appointments, hospitalizations, new patient information, transfers, discharges, and admissions.
• Accurately scans and files, on an ongoing basis, all documents per protocol, insuring records are placed in the correct participant’s chart, to include labeling with correct specialists names or diagnostic tests, and assign correct medical records category to insure correct E.H.R. filing.
• Prepares records for participant admission to the emergency department, hospital admissions, and nursing facilities, and for weekly contract service appointments.
• Works with and assist the Scheduling Coordinator and the Clinical Health Information Manager, including substituting as needed.
• Coordinates and schedules designated medical related appointments for participants and CEC physicians, both externally and internally, communicating with doctors, nurses, and other medical / clinical staff.
• Processes order notifications for admissions and discharges, updates admission logs on a daily basis.
• Responsible for accurate maintenance of applicable logs for the purpose of data collection.
• Update participant and caregiver demographic information as needed.
• Perform chart audits regularly.
• Maintains an organized, clean, and orderly work station and medical records room.
• Works with and assists medical/clinical staff and other documenting staff members.
• Attend applicable staff meetings as required to fulfill job duties.
• Requires occasional use of personal vehicle for business purposes.
• All other duties assigned by Center Manager.

Core Job Functions for All Staff

• Attends and participates in staff meetings, inservices, projects and committees as assigned.
• Adheres to and supports the facilities policies, practices and procedures.
• Accepts assigned duties in a cooperative manner and performs all other related duties as assigned
• Participates on task groups and committees, including the Quality Improvement Program

Working Conditions/Physical Demands

The working conditions and 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.

Working conditions and physical demands include:

• Ability to walk, sit and stand for extended periods of time.
• Ability to access all areas of the facility throughout the work day.
• Ability to hear, talk, taste and smell.
• Vision ability includes; peripheral, color, long distance, close proximity, depth perception and adjusting levels of focus.
• Ability to lift up to 50 lbs and move people/objects both short and long distances. (Staff are required to obtain assistance when attempting to lift or transfer objects over 50 lbs)
• Ability to move about with reasonable accommodation, reach turn, twist and touch.
• Requires constant hand grasp and finger dexterity; frequent sitting, standing, walking and repetitive leg and arm movements, occasional bending, reaching forward and overhead; squatting and kneeling.
• Ability to communicate verbally with an excellent comprehension of the English language.
• Work environment will fluctuate repeatedly throughout the day. Work is performed both indoors and outdoors in varying weather elements and occasionally inside of a vehicle.
• Working conditions can include exposure to odors, fumes, infections, dust, and dirt; which may be objectionable

Knowledge, Skills and Abilities

• The Medical Records Coordinator must have excellent written, oral and interpersonal skills, and have flexibility and personal integrity.
• Employee must demonstrate on an ongoing basis the ability to develop and maintain good working relationships with coworkers and department heads while retaining strict confidentiality in all aspects of the position.
• Must have advanced computer skills including 10key, typing, scanning and emailing while utilizing Microsoft Excel, Outlook and Word.
• Must have experience utilizing office equipment including phone systems, photocopiers, fax machines.
• Must have a minimum of 1 year of customer service experience and utilizing medical terminology.
• Must be detail and accuracy oriented and complete tasks in a timely manner.
• Team player with leadership ability.

Required Education, Licensure, Experience & Health

Education:

• High School Diploma or GED equivalent

Licensure:

• Current CPR/BLS certificate
• Current Driver’s License
• Vehicle Insurance in compliance with the Cherokee Nation Motor Vehicle Usage and the CEC Transportation Policy and Procedure
• A motor vehicle report (MVR) will be conducted upon selection. MVR must meet Cherokee Nation Risk Management driver eligibility criteria

Experience:

• Must have 1 year of experience with a frail or elderly population
• Must have 1 year experience utilizing medical terminology

Employee Health:

• Must be cleared of all communicable diseases upon hire and subsequently throughout employment
• Must provide proof of immunizations upon hire and subsequently throughout employment

About Cherokee Elder Care

PACE Services: Cherokee Elder Care staff work diligently to fulfill the needs of every participant. The caring and professional team at CEC work hard to provide services with respect, dignity, and integrity to meet participants healthcare needs. Services provided by Cherokee Elder Care PACE include: Primary Care Medical Specialties Occupational, Physical, and Speech Therapy Home Health Services Transportation Social Services Behavioral Health Inpatient, Outpatient, and Ambulance Part D Medication with No Copays Medical Equipment Adult Day Health Center Activities and Socialization