Medical Records

Description

Job Title: Medical Records

Department: Medical Records

Reports to: COO

FLSA Status: Non-Exempt

Prepared by: Human Resources

Last Modified: 03/05/2024, 02/17/2026, 08/13/2026

Summary

The Medical Records Care Coordinator plays a crucial role in ensuring the efficient management and accessibility of medical records essential for patient care and administrative processes. Reporting to the Director of Operations, the coordinator will be responsible for accessing third-party portals, managing medical records email correspondence, updating electronic medical record (EMR) systems, scheduling appointments, coordinating pre-op clearances, and facilitating communication between patients, providers, and specialists.

General Accountabilities

• Access third-party portals to obtain medical records required for pre-op clearance.
• Monitor the organization's medical records email for information and requests, ensuring timely responses and actions.
• Upload incoming documents into the EMR system and assign them to the primary care provider (PCP).
• Obtain pathology reports from hospitals or specialists and attach them to diagnostic imaging orders in the EMR system, as requested.
• Create diagnostic imaging orders if not already in the system, assign them to the primary care provider, and update the priority level based on the request.
• Keep patient admission tracking log up to date.
• Provide or send a copy of the Release of Information form to the patient via Luma Health or our EMR system.
• Validate the date of surgery and pre-op clearance requirements.
• Contact patients to schedule appointments for pre-ops, ED, and inpatient follow-ups based on expected timeframes.
• Follow up with patients and/or specialists to obtain copies of medical records required to provide pre-op clearance.
• Follow up with providers to validate if patients have been cleared or if any additional information is required.
• Schedule post-op appointments for patients after surgery and provide copies of surgical notes to primary care physicians.
• Fax a copy of all records to the specialist's office once all pre-op requirements have been met.
• Obtain MD signature to co-sign on pre-op clearance if required by a specialist.
• Contact patients and provide updates throughout the process.
• Take requests from medical providers requesting medical records from specialists (e.g., UMI, RadNet)
• Monitor telephone encounters daily and follow up as necessary.
• Deactivate deceased patients after receiving verification of the death certificate or based on information from hospital records.
• Email or fax a copy of the death certificate to the mortuary, upon request.
• Serve as the point of contact for any organization requesting a physician to complete a form or provide medical records, such as Home Health, DCFS, or Hospice agencies.
• Assist back office and front office as necessary to provide support.
• Educate staff on how to request medical records from third-party vendors (e.g., Verisma).
• Escalate concerns or issues to the appropriate internal department.
• Other duties as assigned. 

Requirements

Job Qualifications

• High school diploma or GED equivalent.
• Bachelor's degree in healthcare administration, public health, or related field (preferred).
• Previous experience in healthcare administration or coordination roles.
• Organizational and communication skills. 
• Ability to work independently and collaboratively in a dynamic environment.
• Knowledge of healthcare regulations and compliance standards.
• Commitment to upholding professional and ethical standards in the healthcare and social services industry.
• Ability to engage with clients, employees, and vendors in an honest, trustworthy, and dependable manner.
• Cultural awareness and sensitivity to interact effectively with diverse populations.
• Capacity to work both independently and collaboratively within a team environment, demonstrating professionalism, courtesy, efficiency, and exceptional internal and external customer service. 
• Any relevant certifications are a plus but not required.

Skills

• Electronic Health Records (EHR) management (e.g., Epic Systems, Cerner).
• Medical terminology proficiency.
• ICD-10, CPT, and HCPCS coding knowledge.
• HIPAA compliance and patient privacy regulations.
• Health Information Management (HIM) principles.
• Data entry accuracy and attention to detail.
• Records auditing and quality assurance.
• Document