Medical Records Coordinator

About the Role:

The Medical Records Coordinator plays a critical role in managing and maintaining accurate and secure patient health information within healthcare facilities. This position ensures that all medical records are properly documented, organized, and accessible to authorized personnel while complying with legal and regulatory standards. The coordinator collaborates closely with healthcare providers, administrative staff, and external agencies to facilitate the efficient flow of information. By overseeing the integrity and confidentiality of medical records, this role supports quality patient care and operational efficiency. Ultimately, the Medical Records Coordinator contributes to the healthcare organization's compliance with HIPAA and other relevant regulations, safeguarding patient privacy and data security.

Minimum Qualifications:

• High school diploma or equivalent; Associate’s degree in Health Information Management or related field preferred.
• At least 2 years of experience working with medical records or health information management.
• Familiarity with electronic health record (EHR) systems and medical terminology.
• Strong understanding of HIPAA regulations and patient privacy laws.
• Excellent organizational skills and attention to detail.

Preferred Qualifications:

• Certification as a Registered Health Information Technician (RHIT) or Certified Medical Records Technician (CMRT).
• Experience with specific EHR software such as Athena 
• Prior experience in a hospital or clinical setting.
• Strong communication skills for interacting with diverse healthcare teams and patients.

Responsibilities:

• Manage the collection, organization, and maintenance of patient medical records in both electronic and paper formats.
• Ensure all medical records are accurate, complete, and comply with federal, state, and institutional regulations including HIPAA.
• Coordinate with healthcare providers and administrative teams to retrieve, update, and release medical information as needed.
• Oversee the secure storage and timely disposal of medical records in accordance with retention policies.
• Respond to requests for medical records from patients, insurance companies, and legal entities while verifying authorization and confidentiality.
• Train and support staff on proper documentation procedures and record-keeping standards.
• Conduct regular audits to identify and correct discrepancies or missing information in medical records.
• Maintain up-to-date knowledge of healthcare regulations and best practices related to medical records management.

Skills:

The Medical Records Coordinator utilizes organizational and analytical skills daily to ensure that patient records are accurate, complete, and compliant with regulations. Proficiency with electronic health record systems enables efficient data entry, retrieval, and management of medical information. Communication skills are essential for coordinating with healthcare providers, administrative staff, and external entities to facilitate information exchange and resolve discrepancies. Knowledge of HIPAA and privacy laws guides the secure handling and release of sensitive patient data. Additionally, problem-solving skills help identify and correct errors in records, contributing to the overall quality and reliability of healthcare documentation.