Medical Records Coordinator

About the role

Own the physical workflow - prepare, assemble, package, and ship medical record request packets - including authorizations and provider pre-payments - with precision and full accountability.
Keep things moving - track and log every outgoing shipment, process incoming mail and records, and make sure nothing sits, stalls, or falls through the cracks.
Work cross-functionally - coordinate directly with Finance to obtain and include provider pre-payments, ensuring every packet goes out complete and on time.
Handle it with care - maintain strict HIPAA compliance and internal data security standards while managing sensitive physical documents in a regulated environment.

Responsibilities

• Prepare, assemble, and package medical record request packets including authorizations and provider pre-payments with precision and full accountability.
• Track and log every outgoing shipment, process incoming mail and records, and ensure nothing sits, stalls, or falls through the cracks.
• Coordinate directly with Finance to obtain and include provider pre-payments, ensuring every packet goes out complete and on time.
• Maintain strict HIPAA compliance and internal data security standards while managing sensitive physical documents in a regulated environment.

Requirements

You're organized, detail-oriented, and comfortable owning a physical workflow end-to-end - assembling medical record request packets, coordinating with Finance to get provider pre-payments in order, and making sure every shipment goes out complete and on time. You thrive in a solo on-site environment, enjoy being the go-to person for a remote team that depends on you, and don't cut corners on accuracy or HIPAA compliance. You're a natural at juggling multiple cases, staying on top of tracking and documentation, and escalating issues before they become problems. Bonus points if you've worked in an administrative, operations, or shipping/receiving role - especially in a regulated or document-heavy environment.

Qualifications

• Organized and detail-oriented with strong attention to detail.
• Experience in an administrative, operations, or shipping/receiving role, especially in a regulated or document-heavy environment.
• Ability to handle sensitive and confidential information with strict adherence to HIPAA compliance.
• Strong organizational and multitasking skills.
• Ability to work independently and manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills.

Skills

• Proficiency in Microsoft Office Suite.
• Experience with medical record management systems.
• Knowledge of HIPAA regulations and data security best practices.
• Strong problem-solving and critical thinking skills.
• Ability to work effectively in a fast-paced, deadline-driven environment.

Benefits

Premium Medical, Dental, & Vision Coverage - options for you and your family, with 100% of premiums covered for some plans - well above industry benchmarks.

Pay

$22–$25 per hour, plus the opportunity to grow into a senior role as you advance.

Schedule

This role is based at the BD&J office today and will transition into a permanent Steno Los Angeles office as we expand.

Benefits

Steno offers competitive base salary, growth opportunities, and comprehensive benefits including premium medical, dental, and vision coverage with 100% of premiums covered for some plans, well above industry benchmarks.

Application Information

Steno is an equal opportunity employer; we do not discriminate on the basis of characteristics protected by law. Employment decisions are based on qualifications, merit, and business needs.