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Job summary: 

The Medical Records Coordinator is responsible for coordinating the maintenance, integrity, security, and confidentiality of patient health records, ensuring compliance with federal, state, and organizational requirements. This position oversees medical records operations, supports electronic health record (EHR) processes, manages release of information requests, and performs quality assurance activities to promote accurate and timely documentation. Registered Health Information Technician (RHIT) certification is required. The Medical Records Coordinator demonstrates advanced knowledge of health information management, regulatory compliance, and EHR systems, and serves as a resource for records management best practices. 

Essential functions of the job:   

• Coordinate and maintain the medical records program in compliance with HIPAA, federal, state, and facility regulations. 

• Manage resident medical records, including electronic records, from admission through discharge. 

• Audit resident charts for accuracy, completeness, and regulatory compliance; follow up on deficiencies with physicians and clinical staff. 

• Tracks and process requests for release of information and maintain confidentiality of protected health information including insurance requests. 

• Maintain census data, admission/discharge records, physician orders, and other required documentation and reports. 

• Provides back-up with admission process. 

• File, scan, store, purge, and retrieve medical records according to established retention procedures. 

• Support regulatory surveys, Quality Assurance activities, and compliance audits. 

• Maintain medical record forms, resident documentation, and electronic database information. 

• Communicate effectively with residents, families, physicians, staff, and outside agencies regarding medical records requests and documentation. 

• Assist MDS Coordinator with clerical and auditing needs. 

• Complete required training and remain current on medical records regulations and best practices. 

• Perform other duties and special projects as assigned. 

Knowledge, Skills & Abilities: 

• Knowledge of HIPAA, HITECH, federal and state health information regulations, and medical records management practices. 

• Knowledge of electronic health record (EHR) systems, medical terminology, clinical documentation, and release of information procedures. 

• Skill in managing medical records, conducting documentation audits, and ensuring compliance with regulatory and organizational standards. 

• Ability to interpret policies, resolve complex records management issues, and maintain the confidentiality of protected health information. 

• Skill in analyzing workflows, identifying process improvements, and maintaining accurate records in a high-volume environment. 

• Ability to train and mentor staff and provide guidance on health information management policies and procedures. 

• Strong organizational, analytical, and problem-solving skills with the ability to prioritize multiple assignments and meet deadlines. 

• Strong verbal and written communication skills and the ability to build effective working relationships with patients, providers, staff, and external agencies. 

• Proficiency in Microsoft Office and electronic health record systems. 

• Demonstrates organizational Core Values; Respect, Integrity, Teamwork, and Excellence in all interactions and decision-making. 

Education and experience required: 

• Associate's or bachelor's degree in Health Information Management, Health Administration, or a related field. 

• RHIT, RHIA, CCS, CPC, or another relevant health information management certification. 

• 5+ years of progressively responsible experience in health information management or medical records. 

• Experience with accreditation surveys, compliance audits, and quality improvement initiatives. 

• Previous lead or supervisory experience preferred. 

Physical requirements: 

• Work is performed primarily in an office or healthcare environment. 

• Ability to sit or stand for extended periods. 

• Ability to use a computer, keyboard, telephone, and other standard office equipment for prolonged periods. 

• Ability to communicate effectively in person, by telephone, and electronically. 

• Ability to lift, carry, push, or pull up to 25 pounds occasionally. 

• Ability to bend, reach, stoop, and retrieve or file records and supplies. 

• Ability to move throughout the facility as needed to access records, support staff, or attend meetings. 

• Visual ability to read printed materials and computer screens with or without reasonable accommodation. 

• Manual dexterity sufficient to operate office equipment and handle paper and electronic records. 

General information:    

• Lenbrook is an equal opportunity employer and considers all qualified applicants in accordance with applicable laws. 

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role. 

• This job description is not intended to be a comprehensive list of all duties or responsibilities; additional duties may be assigned as needed. 

• Employment with Lenbrook is at will and this document does not create an employment contract, expressed or implied.