Clinic Data Coordinator

Indiana University Bloomington; Bloomington (IN); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Medical & Dental Insurance

HSA contributions

FSA accounts

Life Insurance

Voluntary life & disability

Retirement plan

Tuition subsidy

Paid holidays

Paid time off

Parental leave

Employee assistance program

Job summary

Indiana University Bloomington is seeking an experienced Medical Records Coordinator in the Optometry department to manage referrals for two clinics and coordinate with patients, providers, and staff. The role emphasizes regulatory compliance, data integrity, and timely communications.

The ideal candidate will have a strong background in medical records, four years of relevant experience, and the ability to work in a fast-paced academic environment.

Qualifications

• High school diploma or GED required.
• Associate degree preferred in Medical Administration or related field.
• Minimum 4 years of medical records or related experience.

Responsibilities

• Process referrals for two clinics using established guidelines and clinical judgment.
• Coordinate with patients and providers to streamline referral workflow.
• Track pending outreach and execute a standard 3-attempt scheduling protocol.
• Notify referring providers when patients cannot be reached for scheduling.
• Process incoming medical record requests in compliance with regulations.
• Assist with medical correspondence and administrative tasks for providers.
• Maintain quality control by following established procedures and audits.
• Audit patient records to identify and resolve data discrepancies.

Skills

Communication

Professionalism

Time management

Quality focus

Adaptability

Detail orientation

Initiative

Customer relations

Education

High school diploma or GED

Associate degree in Medical Administration or related field

Job description

Department

OPTOMETRY (BL-OPT-IUBLA)

Job Summary

Department Specific Responsibilities

• Processes incoming patient referrals for 2 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.

General Responsibilities

• 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.

Qualifications

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.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)

Preferred

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

WORK EXPERIENCE

Required

• 4 years of experience in a medical setting, working with medical records, or a closely related field.

SKILLS

Required

• 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

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position 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 Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• 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, criticalillness, and supplemental accidental death & dismembermentinsurance
• Base retirement plan with generous IU contributions, subject tovesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IUcourses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteerevents
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IUBenefit Programs Brochure.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: Health Services

Job Family: Clinic Operations

Click here to learn more about Indiana University's Job Framework.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination.

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