Medical Records Coordinator

• Scans and attaches all internal and external correspondence and electronic medical reports into patients’ medical record charts according to filing system.
• Pulls charts for scheduled appointments in advance according to guidelines. Ensures that all appropriate documentation for the scheduled patient visit is attached to the patient’s chart.
• Prints, mails, and/or faxes patient chart information as requested and authorized. Documents all processes.
• Releases medical records information to persons or agencies according to state and federal regulations.
• Compiles and maintains patients’ medical records to document condition and treatment and to provide data for research, cost control, and care improvement efforts.
• Picks up out guides at designated locations and returns to Medical Records.
• Catalogues charts for storage and keeps electronic reports of those records.
• Submits requests for chart retrieval from storage if needed to comply with a medical records request.
• Monitors physician dictation and ensures completion in the EMR; alerts physicians who are behind.
• Logs and tracks new patients for scheduled meetings as required.
• Follows policies and procedures to contribute to the efficiency of the front office; provides back-up assistance as needed.
• Sends out dictations to referring providers via fax or electronic methods (including EMR direct messaging where applicable).
• Logs FMLA/Disability forms for provider completion; mails or faxes forms and contacts patients once completed.
• Sends outgoing faxes and distributes incoming faxes.
• Prepares correspondence, memos, forms, and other documents as requested by supervisor.
• Where applicable, may assist with converting files or preparing records for patient transfers between facilities.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent required.
• Entry-level position requiring 0–3 years of experience, preferably in a medical office setting.
• Previous experience in medical records preferred.
• Knowledge of electronic health record systems.
• Strong time management, organization, attention to detail, and quality focus skills required.