Medical Records Coordinator

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.

Schedule

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

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.
• Ensure each participant's medical record is complete, accurate, current, and maintained in accordance with organizational policies and regulatory requirements.
• Review all external appointments and obtain relevant medical records and documentation.
• Route records to PACE providers to support coordination of care, clinical follow-up, and appropriate orders.
• Obtain weekly medical records and documentation from contracted vendors and upload records into the electronic medical record for review, care planning, and follow-up by the Interdisciplinary Team (IDT).
• Prepare paper-based medical records and documentation for scanning in accordance with Health Information Management (HIM) guidelines and established procedures.
• Ensure all laboratory results are accurately routed to the ordering provider for review and appropriate follow-up.
• Ensure 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.
• Assist the Scheduler, as needed, in coordinating participant appointments in a timely manner and in accordance with CMS requirements and organizational standards.
• Provide support to the Participant Service Coordinator, as needed, to facilitate timely and effective participant services.
• Collaborate with the clinic team and actively participate in the daily clinical huddle to support communication, care coordination, and participant needs.
• Maintain 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.
• Comply with CMS PACE regulations as they pertain to this role.
• Actively participate in Quality Improvement initiatives in coordination with Quality Assurance Manager.

Education & Experience

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.