Patient Records Coordinator (on-site)

Position Summary 

The Patient Records Coordinator supports centralized document workflows for all NeighborHealth Center sites. The position processes medical record requests, manages and sorts high-volume incoming fax folders, and uploads and categorizes external records in the electronic medical record (EMR). This is a clerical and administrative role requiring accuracy, productivity, confidentiality, and sound judgment about when to escalate an item. 

Principal Duties and Responsibilities 

Medical Records Requests 

• Receive, log, track, and complete incoming and outgoing medical-record requests within established timeframes. 
• Verify patient identifiers, authorization, request scope, and required documentation before releasing information. 
• Prepare and transmit records using approved secure methods and document completion in the designated system. 
• Escalate subpoenas, legal requests, sensitive records, unusual requests, and potential privacy concerns to supervisor. 

Incoming Fax Processing 

• Continuously monitor centralized fax folders and process a high volume of documents promptly. 
• Identify the patient, sender, document purpose, and appropriate destination; sort and handle each fax according to the mail and fax procedure. 
• Research incomplete, duplicate, unmatched, or misdirected faxes and resolve or escalate them without creating unnecessary chart duplication. 
• Promptly escalate documents that appear urgent or time-sensitive. 

External Record Uploading and Indexing 

• Scan or upload external records to the correct patient chart in the EMR. 
• Apply the correct document type, service date, source, and other indexing fields; confirm that all pages are present, readable, and properly oriented. 
• Ensure to attach documentation to referral if applicable and route as appropriate. 
• Identify and avoid duplicate records and protect against documents being filed in the wrong patient chart. 

Quality, Privacy, and Team Support 

• Follow HIPAA, minimum-necessary, identity-verification, retention, and secure-document-handling requirements. 
• Perform routine self-audits, participate in quality checks, and immediately report suspected privacy incidents or misfiled records. 
• Maintain accurate logs and productivity measures; respond courteously to status inquiries from patients, staff, and approved external parties. 
• Collaborate with site teams and centralized services and provide cross-coverage for related document-processing functions as assigned. 
• Participate in training and recommend workflow improvements that reduce backlogs, errors, and unnecessary handoffs. 

This description covers the primary responsibilities of the role, but it isn't meant to capture everything. Duties may change over time to meet the needs of the team and the patients we serve. 

Required Skills or Abilities 

1. Strong attention to detail and accuracy when verifying patient identifiers, matching records to charts, and indexing documents. 
2. Ability to manage high-volume, time-sensitive workflows and prioritize competing tasks without sacrificing accuracy. 
3. Sound judgment in recognizing when an item requires escalation, including urgent requests, legal documents, or potential privacy concerns. 
4. Strong organizational skills and the ability to maintain accurate logs and tracking records. 
5. Clear, professional written and verbal communication for responding to inquiries from patients, staff, and external parties. 
6. Ability to work independently with minimal supervision while following established procedures. 
7. Basic familiarity with electronic medical record (EMR) systems, or the ability to learn new software quickly. Computer literacy in internet use and Windows environment, including Outlook, Word, and Excel. 
8. Ability to cultivate and develop inclusive and equitable working relationships with co-workers and community members. 
9. Ability to serve as an advocate for individuals of all ethnicities, genders, ages, and backgrounds. 

Required Knowledge, Experience, or Licensure/Registration 

1. High school diploma or equivalent required. 
2. Minimum of one year of experience in medical records, health information, or a related clerical/administrative healthcare role preferred. 
3. Working knowledge of HIPAA privacy and security requirements, or the ability to learn and apply them quickly. 
4. Experience with fax systems, document scanning, and digital filing preferred. 
5. Ability to work onsite Mondays through Fridays during the hours of 7:45 am and 5 pm. 
6. If approved to work remote, the ability to work in a private home workspace — where screens and conversations cannot be seen or overheard by others — with a secure, password-protected home internet connection (not shared or public Wi-Fi), sufficient to protect patient confidentiality at all times. 
7. Ability to read, write, speak, and comprehend English fluently as needed to perform essential job functions, including patient communication, documentation, and safety-related instructions. 

Physical requirements of the Job 

With or without reasonable accommodation, this position requires the ability to: 

1. Sit or stand, often for prolonged periods 
2. Carry or lift objects up to 20 pounds 

Health and Safety Requirements 

Up-to-date immunizations as required for the role, subject to medical or religious exemption requests in accordance with applicable law and NHC policy. 

This is a full-time, non-exempt position. 

*NeighborHealth Center is an Equal Opportunity Employer, dedicated to serving a diverse patient population and building a staff reflective of the communities we serve. We encourage applications from women, minority groups, veterans, and people with disabilities