Medical Records Coordinator

Admin Services & Medical Records Coordinator | Atos Medical-US | New Berlin, WI | Remote

Join a growing company with a strong purpose!

Do you want to make a difference for people breathing, speaking and living with a neck stoma? At Atos Medical, our people are the strength and key to our on-going success. We create the best customer experience and thereby successful business through our 1300 skilled and engaged employees worldwide.

 

About Atos Medical

Atos Medical is a global leader in neck stoma care—dedicated to improving the lives of people living with laryngectomy and tracheostomy. With origins in Sweden and Germany, both our Laryngectomy and Tracheostomy brands bring decades of expertise and innovation in voice and respiratory care, offering trusted solutions such as the Provox® voice prosthesis and TRACOE tracheostomy products.

 

As part of the Coloplast Group, we operate in over 90 countries with a shared commitment to clinical excellence, patient support, and high-quality medical devices that help people breathe, speak, and live more comfortably.

 

We are seeking a Admin Services & Medical Records Coordinator to join our team!

 

Summary:

The Admin Services & Medical Records Coordinator performs a variety of administrative and medical record support duties across departments to ensure accurate patient documentation, smooth intake processes, and excellent customer service. This role verifies, organizes, and maintains medical records; facilitates intake of demographic and insurance information; and communicates with patients, providers, and internal teams to promote continuity of care. As a floater, this position provides coverage and cross-functional support for both administrative services and medical records needs, helping to ensure compliance with regulations, accuracy of documentation, and timely resolution of inquiries.

  

Job Responsibilities:

Intake & Documentation

• Ensure all demographic and insurance information is accurate and complete.
• Verify that all actively ordering end users have a valid prescription on file.
• Ensure all intake forms are properly signed and filed.
• Process paperwork for new clients efficiently and in line with protocols.
• Maintain departmental accuracy standards for all data entered into the client management system.
• Follow up with end users within 24 hours when documentation is incomplete or invalid.

Medical Records Management

• Request pertinent and relevant records for patient care, quality review, and audits in a timely manner.
• Upload all received documents into the patient’s electronic health record.
• Review each medical record for appropriate diagnosis, documentation of medical necessity, and provider electronic signature.
• Facilitate the correction of deficient documentation.
• Coordinate the secure release of medical information to insurance companies, attorneys, and state/federal agencies upon request.
• Notify requesters when records are available.
• Maintain customer records by entering information accurately and completely.
• Retain knowledge of Medicare policies and federal/state regulations

Quality & Compliance

• Observe confidentiality and safeguard all patient-related information.
• Identify and report errors and quality deficiencies to manager.
• Adhere to company requirements, policies, and standards.

Communication & Collaboration

• Communicate effectively and constructively with team members and other departments to reduce conflict and resolve issues.
• Maintain positive working relationships within and across departments.
• Contribute ideas for problem-solving and process improvements to enhance customer service and productivity.
• Cross train employees as necessary

Customer Service & Support