Medical Records Coordinator

Schedule: Day Shift. Monday-Friday, 8 AM to 4:30 PM

About the Position

The Medical Records Coordinator is responsible for maintaining complete, accurate, confidential, and timely participant medical records in accordance with organizational policies, HIM guidelines, and CMS PACE requirements. This position coordinates the collection, review, scanning, electronic filing, and routing of medical records and clinical documentation from internal and external sources to support continuity of care, clinical follow-up, and care planning.

Overview of Responsibilities

• Maintain internal EMR system documentation and system-related workflow processes.
• Seek to improve current medical record keeping processes by studying practice, procedures, problems, and trends.
• Evaluate policies and procedures related to the internal charge process flow in relation to EMR.
• Ensures each participant’s medical record is complete, accurate, current, and maintained in accordance with organizational policies and regulatory requirements.
• Reviews all external appointments and obtains relevant medical records and documentation. Routes records to PACE providers to support coordination of care, clinical follow-up, and appropriate orders.
• Obtains weekly medical records and documentation from contracted vendors and uploads records into the electronic medical record for review, care planning, and follow-up by the Interdisciplinary Team (IDT).
• Prepares paper-based medical records and documentation for scanning in accordance with Health Information Management (HIM) guidelines and established procedures.
• Ensures all laboratory results are accurately routed to the ordering provider for review and appropriate follow-up.
• Ensures records and documentation from emergency department visits and hospitalizations are obtained and promptly routed to the Primary Care Provider (PCP) for review and continuity of care.
• Assists the Scheduler, as needed, in coordinating participant appointments in a timely manner and in accordance with CMS requirements and organizational standards.
• Provides support to the Participant Service Coordinator, as needed, to facilitate timely and effective participant services.
• Collaborates with the clinic team and actively participates in the daily clinical huddle to support communication, care coordination, and participant needs.
• Maintains accurate and organized records of Interdisciplinary Team (IDT) meetings and related documentation.
• Maintain confidence and protect operations by keeping all information confidential.
• Contribute to the team effort by accomplishing all related tasks and other duties as required or assigned.
• Complies with CMS PACE regulations as they pertain to this role.
• Actively participate in Quality Improvement initiatives in coordination with Quality Assurance Manager.

This list of duties and responsibilities is not intended to be all-inclusive and can be expanded to include other duties or responsibilities that management deems necessary

Education & E xperience

• Minimum Education Required: Associate degree in related field. In lieu of degree, 2+ years’ work experience and/or trade school is acceptable.
• Minimum Experience Required: Experience with clinical and related professional billing and coding, medical terminology; implementation of electronic medical record system.