Medical Records & Documentation Coordinator

Summit Billing Solutions is seeking a highly organized, detail-oriented Medical Records Coordinator to join our growing healthcare organization. This position is responsible for obtaining, organizing, reviewing, and maintaining medical records and supporting documentation necessary for accurate medical billing, claims processing, reimbursement, and regulatory compliance.

The ideal candidate will have experience working with healthcare providers, hospitals, ambulatory surgery centers, electronic medical records (EMR) systems, and insurance companies. This individual must be comfortable managing multiple priorities, meeting deadlines, and communicating effectively with internal departments and external healthcare organizations.

Key Responsibilities

Medical Records Management

• Request, retrieve, review, and organize medical records from hospitals, surgery centers, physician practices, and other healthcare facilities
• Ensure medical records are complete, accurate, and properly maintained
• Identify missing documentation and coordinate with providers or facilities to obtain necessary records
• Monitor outstanding medical records requests and follow up to ensure timely receipt

Billing and Claims Support

• Assist with gathering medical records for insurance appeals, claim disputes, and Independent Dispute Resolution (IDR) proceedings under the No Surprises Act
• Identify documentation deficiencies that may delay claims processing or reimbursement.
• Ensure medical records are available within required submission deadlines
• Coordinate with internal departments to resolve documentation-related issues

Compliance and Quality Assurance

• Maintain strict compliance with HIPAA regulations and patient confidentiality requirements
• Review records for completeness and consistency with documentation requirements
• Follow established procedures for the secure handling, transmission, and storage of protected health information
• Support internal audits and documentation quality improvement initiatives

Qualifications

Required

• High school diploma or equivalent
• Strong organizational skills and exceptional attention to detail
• Proficiency with Microsoft Office, including Excel, Outlook, and Word
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Understanding of patient confidentiality and HIPAA requirements
• Ability to work independently while collaborating with multiple departments

Preferred

• 1–3 years of experience in medical records, healthcare administration, medical billing, or revenue cycle operations
• Experience working with hospitals, ambulatory surgery centers, or physician practices
• Familiarity with electronic medical records (EMR/EHR) systems
• Knowledge of medical terminology, CPT codes, and insurance claims processes.
• Familiarity with medical documentation requirements for surgical and anesthesia services.