Medical Records Associate Jobs in Brookfield, IL

Position Summary

Our growing nephrology practice is seeking a detail-oriented Medical Records Coordinator to support our Compliance and Auditing departments. This position plays a critical role in ensuring medical records are complete, accurate, and available for compliance reviews, internal audits, external audits, and other business needs.

Unlike traditional medical records positions, this role requires coordinating patient records across multiple electronic health record (EHR) systems, hospital portals, dialysis providers, and outside healthcare organizations. The ideal candidate is highly organized, comfortable navigating multiple electronic systems, and enjoys solving problems while ensuring timely retrieval of protected health information.

Essential Responsibilities

• Coordinate retrieval of patient medical records for internal and external auditing activities.
• Work directly with the Compliance and Auditing teams to determine required documentation for audits and investigations.
• Retrieve records from multiple electronic medical record systems, including both internal and external platforms.
• Request records from hospitals, dialysis facilities, physician offices, imaging centers, laboratories, and other healthcare entities when direct electronic access is unavailable.
• Track outstanding medical record requests and follow up to ensure timely receipt.
• Organize, compile, and prepare records for audit review while maintaining strict confidentiality.
• Maintain documentation of record requests, receipt dates, and completion status.
• Verify completeness and legibility of records received.
• Assist with Release of Information (ROI) requests as assigned/needed.
• Maintain compliance with HIPAA, HITECH, and organizational privacy policies.
• Collaborate with clinical, operational, and administrative departments to obtain needed documentation.
• Identify opportunities to improve medical record retrieval workflows and efficiency.
• Perform additional duties as assigned.

Qualifications

Required

• High school diploma or GED
• Minimum of 2 years of medical records, health information management, medical office, or healthcare administrative experience
• Experience working with electronic medical records (EMRs/EHRs)
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities simultaneously
• Demonstrated attention to detail and accuracy
• Knowledge of HIPAA privacy and confidentiality requirements
• Proficiency with Microsoft Office, including Excel and Outlook

Preferred

• Associate degree in Health Information Management or related field
• Experience with Release of Information (ROI)
• Experience working with multiple electronic medical record systems
• Experience requesting records from hospitals or outside clinicians
• Experience supporting healthcare compliance, quality, or auditing functions
• RHIT, RHIA, or other HIM credential (preferred but not required)

Ideal Candidate

The ideal candidate is someone who:

• Enjoys investigative and detail-oriented work
• Is comfortable working across multiple technology platforms
• Can independently manage a high volume of record requests
• Communicates professionally with internal staff and outside healthcare organizations
• Understands the importance of confidentiality and regulatory compliance
• Thrives in a collaborative, team-oriented environment

Benefits

• Competitive compensation
• Comprehensive health, dental, and vision benefits
• Paid time off and paid holidays
• 401K Safe Harbor and Profit Sharing contributions