QI Coordinator - Medical Records

Harbor is seeking an experienced individual to join the team as our QI Coordinator of Medical Records! This position is responsible for assisting in the administration of the Quality Improvement department with a concentration in Health Information Records and Medical Records Coordination to ensure the efficient, secure, and compliant management of patient health information.

Position is full-time, 40 hours per week. 

Education/Experience/Other Requirements:

• Must have Associate’s degree from an accredited college. Bachelor’s degree in Health Information Management, Healthcare Administration, or related field preferred.
• RHIA or RHIT Certification required and a minimum of 2 years of experience in medical records or health information management experience.
• Strong understanding of HIPAA regulations and healthcare documentation requirements.
• Proficient in electronic health record (EHR) systems and Microsoft Office Suite.
• Previous experience in Quality Improvement/Process Improvement related field preferred.
• Excellent organizational, problem-solving, and communication skills.
• Ability to manage multiple tasks, meet deadlines, and work collaboratively with multidisciplinary teams.
• Must have a valid driver's license, acceptable driving record, and show proof of personal auto insurance policy to be deemed insurable with Harbor’s vehicle insurance carrier.

Essential Job Competencies/Primary Duties:

1. Medical Records Department lead for monitoring, tracking, creating, and maintaining Medical Records projects, policies and procedures.
2. Coordinate and support the medical records staff, including assigning tasks, monitoring performance, and providing training as needed.
3. Oversees and performs accurate and timely collection, organization, filing, scanning, retrieval, and release of medical records.
4. Formulates and initiates an action plan for records disclosure based upon validity of the disclosure authorization and information requested.
5. Maintains patient data in an orderly fashion ensuring that data scanned in the electronic record is complete, accurate, and filed in the appropriate category.
6. Ensure compliance with all federal, state, and organizational guidelines for privacy, confidentiality, and security of protected health information (PHI).
7. Maintain current knowledge of legal standards related to the release of information, including HIPAA, state laws, court procedures, and applicable organization policies.
8. Review and process subpoenas and other legal requests for medical records, ensuring responses are accurate, timely, and compliant with applicable laws serving as the primary contact for external parties (e.g., attorneys, courts, regulatory agencies) regarding subpoena-related requests for medical records.
9. Develop and implement departmental procedures to increase efficiency and accuracy.
10. Serve as a point of escalation for complex records requests or issues.
11. Support accreditation and audit processes by providing necessary documentation and reports.
12. Participate in onboarding, coaching, and professional development of medical records staff.
13. Assist in maintenance of compliance protocols, conduct compliance reviews, assist with internal and external audits, and prepare reports for leadership on compliance activities.
14. Performs routine data entry, trend analysis and reports for QI department activities and performance improvement projects as directed by Quality Improvement staff.
15. Assists with scheduling, preparing materials and other administrative tasks related to Quality Improvement and Medical Records activities.
16. Manages Peer Review Assignment and data collection process.
17. Oversees the planning, implementation, and management of key surveys, including the Customer Satisfaction, Stakeholder, and Information to Leadership surveys.
18. Assist in development of Quality Improvement reports including Plan Book and CQI Annual Report.
19. Update policies and procedures as directed by Quality Improvement Staff.
20. Keeps current with trends and developments related to essential job competencies and demonstrates continued growth.
21. Attend and/or Chair CQI Committee Meetings, maintain minutes and coordinate follow-up tasks assigned during meetings.
22. Attends team meetings and serves on other teams as requested.
23. Assists QI team with events, training, projects, and daily tasks as needed.

About Harbor:

• A leading provider of mental health and substance use treatment for over 100 years
• 350 clinical staff serve over 24,000 clients across multiple locations and in the community each year
• Services ranging from counseling, pharmacological management, primary care, psychological testing, case management, substance use treatment, residential services, vocational program, and more!

Why Work for Harbor? 

It is fast-paced and challenging, but you will have a lot of fun in the process. You will have the opportunity to meet other motivated individuals who are also making a positive impact at our company. Harbor is committed to investing our resources in you! Some benefits of working with Harbor include:  

• Medical, dental, and vision coverage
• Retirement plan with company match
• Generous paid time off, sick time, and paid holidays
• Tuition and professional license reimbursement programs
• Clinical supervision hours offered
• Employee referral bonuses
• Ability to make a difference in your community!