Clinic Data Coordinator

Department: Optometry (BL-OPT-IUBLA)

About the Role

This position supports two clinics by managing patient referrals, coordinating with healthcare providers, and ensuring regulatory compliance for medical records and correspondence.

Responsibilities

• Processes incoming patient referrals for two clinics using established guidelines and clinical judgment to prioritize high-needs requests.
• Coordinates directly with patients, internal providers, staff, and external medical professionals to streamline the referral pipeline.
• Manages patient outreach by tracking pending contacts and executing a standard 3-attempt protocol for scheduling.
• Notifies referring providers promptly regarding any patients who cannot be reached for scheduling.
• Fulfills incoming medical record requests across both clinics in strict accordance with regulatory guidelines.
• Facilitates formal medical correspondence and administrative tasks to assist healthcare providers.
• Maintains strict quality control and assurance standards by adhering to established clinical procedures.
• Audits patient records regularly to identify, investigate, and resolve data discrepancies.
• Extracts data from source documents and completes electronic case report forms.
• Responds to and resolves queries in a timely fashion.
• Contacts outside healthcare providers to obtain subject records and information.
• Audits and reviews data to ensure accuracy and quality.
• Assists team with creation of source document tools.
• Assists with document preparation for audits.
• Creates and maintains regulatory documents.
• Assists in establishing schedules and assigning work for employees in the medical records area.

Requirements

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

Qualifications

• High school diploma or equivalent (such as HSED or GED).
• 4 years of experience in a medical setting, working with medical records, or a closely related field.

Preferred: Associate's degree in Medical Administration, business, or closely related field.

Skills

• Proficient written and verbal communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Highly thorough and dependable.
• Possesses a high degree of initiative.
• Ability to build strong customer relationships.
• Ability to effectively communicate and operate a computer and standard office productivity equipment.

This role involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Benefits

• Comprehensive medical and dental insurance.
• Health savings account with generous IU contributions.
• Healthcare and dependent care flexible spending accounts.
• Basic group life insurance paid by IU.
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance.
• Base retirement plan with generous IU contributions, subject to vesting.
• Voluntary supplemental retirement plan options.
• Tuition subsidy for employees and family members taking IU courses.
• 10 paid holidays plus a paid winter break each year.
• Generous paid time off plans.
• Paid leave for new parents and IU-sponsored volunteer events.
• Employee assistance program (EAP).