Medical Records Coordinator Jobs

Under the supervision of the Director of Medical Records, assists in maintenance of resident records containing all items required by State and Federal Regulations. He/she assists in gathering information for summaries and insurance reports, as may be required.

• Maintain compliance of health record system according to policy and procedures.
• Retrieves health records as needed and maintains sign out log.
• Assembles discharge health record in discharge order for qualitative/quantitative analysis.
• Reinforces reports in the health record.
• Coordinates ordering, receipt and distribution of forms.
• Participates in fire and disaster drills. In event of an emergency, carries out assigned duties to assure resident safety.
• Mails forms that require completion or signatures to physicians as needed and other requested health record information.
• Maintains flow of reports to health record.
• Files completed discharge health record in appropriate area.
• Maintains facility health records in an organized file system.
• Prepares health record with the appropriate forms.
• Copies health records as needed and maintains sign out logs.
• Maintains requested information log.
• Answers phone promptly and courteously. Relays messages to appropriate personnel.
• Promotes a professional work environment.
• Maintains timely notification of department members for incomplete areas in the health record.
• Maintains the active thinned records and discharge records in filing system.
• Maintain nursing station with necessary blank forms.
• Maintains audit system according to policy and procedures to assure completeness, accuracy, and internal consistency. Obtain complete and accurate records within established time frames.
• Obtains all information required on the health record and ascertain that all information from the transferring facility is present on the health record.
• Sorts incoming mail.
• Maintains a supply of forms for use in record keeping.
• Assures timeliness of the health record completion, filing and efficient paper flow.
• Promptly assists physician or personnel in locating resident information and health record upon request.

General Responsibilities

• Must assume responsibility for providing timely, appropriate responses to requests/suggestions/complaints or refer such comments to the appropriate person. When referring requests/suggestions/complaints to another individual, the employee must follow-up in writing to the individual and must maintain an accessible copy of the referral, or follow company guidelines.
• Must show respect for the opinions of others and behave in such a way as to ensure an atmosphere free of needless interruptions, difficulty and/or discrimination.
• Must communicate information and state problems or challenges to be resolved in a clear, concise, courteous, nondiscriminatory and professional manner, and be able to provide clarification, as necessary.
• Must handle in a constructive, non-disruptive manner, the multiple business, organizational and interpersonal changes or stresses that may exist in the employee’s work, work processes, dealings with other personnel, and supervision (provided or received). (“Work processes” include but are not limited to, how work is performed, supervised or distributed: how problems are solved; and how decisions are made.)
• Must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.
• Must be sufficiently adaptable to accept and perform in a timely and effective manner work assignments that are outside the normal (day-to-day) routine.
• Must receive and provide clear, constructive feedback regarding work performance (to/from individuals or groups) and be able to clarification, as necessary.
• Must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with supervisors, customers, vendors and any other person or organization with whom interaction is required to accomplish work and employer goals.
• Must adapt, with minimal or no advance notice, to changes in how business is conducted and work is accomplished.
• Must maintain courteous, professional and effective working relationships with employees at all levels of the organization.
• Performs related duties as required. (Related duties as required are duties that may not be specifically listed in the class specification or position description, but are within the general occupational series and responsibility level typically associated with the employee’s class of work.)
• Must develop and maintain courteous and effective working relationships with clients, vendors and/or any other representatives of external organizations.