The Medical Records Care Coordinator supports patient care and administrative workflows by managing medical records access, coordinating communication, updating EMR systems, scheduling follow-up appointments, and helping ensure pre-op and post-op requirements are completed accurately and on time.
Key responsibilities include:
- Access third-party portals to obtain medical records needed for pre-op clearance.
- Monitor the medical records email inbox and respond to requests in a timely manner.
- Upload incoming documents into the EMR and assign them to the primary care provider.
- Obtain pathology reports and attach them to diagnostic imaging orders as needed.
- Create diagnostic imaging orders when necessary and update priority levels.
- Maintain the patient admission tracking log.
- Provide or send Release of Information forms to patients through Luma Health or the EMR.
- Validate surgery dates and pre-op clearance requirements.
- Contact patients to schedule pre-op, ED, and inpatient follow-up appointments.
- Follow up with patients and specialists to obtain required medical records.
- Confirm clearance status with providers and obtain missing information when needed.
- Schedule post-op appointments and send surgical notes to primary care physicians.
- Fax records to specialists once pre-op requirements are complete.
- Obtain physician signatures when specialist co-signature is required.
- Communicate updates to patients throughout the process.
- Handle medical records requests from providers and specialist offices.
- Monitor telephone encounters and follow up as needed.
- Deactivate deceased patients when verified by death certificate or hospital records.
- Send death certificates to mortuaries when requested.
- Serve as the point of contact for outside organizations requesting physician forms or medical records.
- Support front office and back office teams as needed.
- Educate staff on requesting records from third-party vendors.
- Escalate concerns to the appropriate internal department.
- Perform other duties as assigned.
The role also requires strong knowledge of EHR workflows, HIPAA compliance, medical terminology, records management, and interdepartmental coordination.
Requirements & Qualifications
Qualifications
- High school diploma or GED equivalent required.
- Bachelor's degree in healthcare administration, public health, or a related field preferred.
- Previous experience in healthcare administration or coordination roles.
- Strong organizational and communication skills.
- Ability to work independently and collaboratively in a dynamic environment.
- Knowledge of healthcare regulations and compliance standards.
- Commitment to professional and ethical standards in healthcare and social services.
- Ability to interact effectively with diverse populations.
- Strong customer service skills and a dependable, professional demeanor.
- Bilingual English/Spanish required.
- Relevant certifications are a plus but not required.
Skills
- Electronic Health Records (EHR) management such as Epic Systems or 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 scanning and indexing.
- Release of Information (ROI) processing.
- Insurance verification and claims support.
- Medical billing and reimbursement processes.
- Data analysis, reporting, and management.
- Records retention and destruction policies.
- Interdepartmental coordination.
- Strong written and verbal communication.
- Customer service and patient interaction.
- Problem-solving and conflict resolution.
- Time management and prioritization.
- Microsoft Office proficiency, including Excel, Word, and Outlook.
- Workflow improvement and process optimization.
Physical Requirements
- Occasional light lifting up to 25 pounds.
- Bending, stooping, squatting, walking, sitting, and standing for extended periods.
- Finger dexterity and hand coordination required.
- Close vision, distance vision, and ability to adjust focus required.
- Flexibility to work in multiple locations throughout the week.
- Travel to all UCHC facilities as needed.
Location
Los Angeles, California, US
Employment Type
Full-time
Experience Level
Associate
Remote work allowed
No
Posted
1 week ago