Medical Records Coordinator

Under the direct supervision of the Chief Compliance Officer, the Medical Records Coordinator is responsible for processing patient documents and medical records requests in a timely and accurate manner. The role includes patient chart abstraction, transferring historical patient information into the appropriate sections of the electronic medical record, and ensuring health record documentation is managed with integrity and compliance.

Key responsibilities include:

• Maintain and organize patient health records in the EHR system according to organizational procedures and regulatory requirements.
• Process incoming health records from fax, provider-to-provider requests, eConsults, mail, and patient paperwork.
• Manage electronic and paper records, including indexing, digitizing, secure storage, and appropriate disposal.
• Follow records retention and destruction schedules in compliance with California requirements.
• Coordinate retrieval of records for patient care, quality assurance, compliance, and administrative needs.
• Maintain chart storage lists, retrieve charts from storage, purge records annually, and inactivate patient charts monthly.
• Process incoming and outgoing release-of-records requests, verify patient identity, and obtain authorizations before release.
• Track disclosures in the Accounting of Disclosures Log.
• Support staff with documentation, record-keeping, and health information management procedures.
• Collaborate with the Health Information Technology team and other departments on projects and initiatives.
• Ensure records are handled in compliance with HIPAA, state and federal privacy laws, and organizational policies.
• Serve in a level 3 capacity by supporting training, workflow development, EHR superuser duties, reporting, subpoena processing, and copy service coordination.