Medical Records

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. 

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 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.
• Communication skills (written and verbal).
• Customer service and patient interaction.
• Problem-solving and conflict resolution.
• Time management and prioritization.
• Organizational skills.
• Knowledge of healthcare laws and regulations.
• Confidential file handling.
• Microsoft Office proficiency (Excel, Word, Outlook).
• Workflow improvement and process optimization.

Skills: Language

• Bilingual-English/Spanish required.

Physical Requirement

• Physical effort which may include occasional light lifting to a 25 pound limit, and some bending, stooping or squatting.  Considerable walking may be involved. The ability to sit or stand for extended periods of time is required.
• Flexibility to work in multiple locations throughout the week.  
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee may be required to travel to all UCHC facilities as needed.
• Occasionally required to sit and walk.
• Finger dexterity required.
• Hand coordination required.
• Specific vision abilities required for this job include: close vision, distance vision, ability to adjust or focus.

Work Environment

• Exposure to adverse conditions.
• Exposure to extreme heat.
• Exposure to extreme cold.
• Exposure to wet and/or humid conditions.
• Exposure to moving mechanical parts.
• Exposure to high, precarious places.
• Exposure to fumes or airborne particles.
• Exposure to toxic or caustic chemicals.
• Exposure to outside weather conditions.
• Possible risk of electrical shock.
• Exposure to explosives.
• Possible risk of radiation and vibration.
• Protective clothing or equipment is required including: gloves, helmets, steel-toed boots, protective eyewear.
• The noise level in the work environment usually is high.

Acknowledgement:

I understand that I may be asked to perform job-related duties not listed in the description and that my duties may change at any time, according to the UCHC needs. Nothing in this position description is intended to create a contract of employment of any type. Employment is strictly on an at-will basis.