Medical Records Coordinator

Westbrook Health Services empowers individuals and families to achieve wellness through experienced, compassionate care. Our team supports over 7,000 people annually with a commitment to professionalism, ethics, and respect.

About the Role

This position ensures compliance with state, federal, and Department of Health Services (DoHS) regulations while managing client health records within an electronic health record (EHR) system. The role involves coordinating record requests, maintaining confidentiality, and providing customer service to clients, staff, and external stakeholders.

Responsibilities

• Monitor all client health records to ensure compliance with state, federal, and DoHS rules and regulations.
• Use the electronic health record (EHR) system to establish and maintain client health records.
• Review and process authorizations for release of information.
• Maintain disclosure tracking logs in accordance with HIPAA and 42 CFR Part 2 requirements.
• Coordinate record requests from clients, attorneys, external providers, payors, auditors, and regulatory entities.
• Assist with responses to subpoenas, court orders, audits, accreditation reviews, and regulatory requests under supervisor direction.
• Maintain records in accordance with agency record retention and destruction policies.
• Assist with archival and purging processes in compliance with applicable regulations.
• Scan, upload, index, and organize documents within the electronic health record.
• Ensure documentation is accurately filed and readily retrievable.
• Provide client information while complying with HIPAA and 42 CFR Part 2 regulations.
• Deliver customer service to clients regarding access to their health records, either through the medical records department or external vendor.
• Assist staff with direction on releasing client information.
• Provide training and technical assistance to staff on documentation standards, record management practices, and confidentiality requirements.
• Use the Quality Assurance ticket system to process medical record requests.
• Comply with federal, state, and company policies, procedures, and regulations.
• Maintain confidentiality of all information and adhere to HIPAA regulations.
• Support Westbrook Health Services' mission, vision, values, policies, and procedures.

Requirements

• High School Diploma or GED required; Associate degree in Health Information Management, Business Administration, or related field preferred.
• Three years of experience in medical records, health information management, or behavioral healthcare preferred.
• Knowledge of HIPAA, 42 CFR Part 2, and electronic health record systems preferred.
• Proficiency in Microsoft Suite (Word, Outlook, Excel), Adobe Acrobat Reader, and standard office technology (printers, faxes, scanners).
• Ability to communicate clearly and accurately with diverse individuals.
• Strong teamwork skills and professionalism in interactions with staff, clients, and external stakeholders.
• Flexibility to adapt to changing priorities, workflows, and operational needs.
• Must pass Criminal Investigation Background and DoHS background checks, as well as a post-offer drug screen.

Physical Requirements

• Ability to sit or stand for extended periods.
• Frequent use of a computer, keyboard, telephone, and other standard office equipment.
• Occasional walking, bending, reaching, stooping, and lifting or carrying up to 10 pounds.
• Regular verbal and written communication.
• Ability to view and enter information into computer systems.

Benefits

• Comprehensive, low-cost benefits package for full-time employees, including medical, dental, vision, life, short- and long-term disability, critical illness, accident, and pet insurance.
• Paid time-off, paid holidays, and paid training.