Medical Records Clinic Coordinator

Palm Gardens Adult Health Care; New York (NY); On-site; USD 50,000 - 75,000; Full time

Job summary

Palm Gardens Adult Health Care in New York, NY, is seeking a Medical Records and Clinic Coordinator to maintain confidential resident medical records, coordinate appointments with outside providers, and support interdepartmental communication. This role ensures accurate documentation and smooth clinic operations across the facility.

The position requires attention to HIPAA standards, strong organizational and communication skills, and proficiency with Microsoft Office and EMR systems.

Qualifications

• High school diploma or equivalent required.
• Previous experience in medical records, healthcare administration, or a nursing home setting preferred.
• Knowledge of HIPAA confidentiality requirements and medical record management.
• Strong organizational, communication, and follow-up skills.
• Proficiency in Microsoft Office and electronic medical record systems preferred.
• Ability to manage multiple tasks, meet deadlines, and work collaboratively with facility staff.

Responsibilities

• Maintain, organize, and update resident medical records in accordance with facility policies and applicable regulations.
• Ensure records are complete, accurate, properly filed, and available to authorized personnel.
• Process requests for medical records and document disclosures as required.
• Monitor missing documentation, signatures, physician orders, and other required medical record information; follow up with the appropriate staff.
• Protect resident confidentiality and comply with HIPAA privacy requirements and facility policies.
• Assist with medical record audits and survey preparation.
• Schedule and coordinate resident appointments with outside physicians, specialists, and clinics.
• Arrange transportation and confirm appointment details with the appropriate departments and providers.
• Ensure required medical records, referral forms, test results, and paperwork accompany residents to appointments, as applicable.
• Follow up on appointment outcomes, specialist recommendations, and pending test results with the appropriate clinical staff.
• Communicate appointment schedules and changes to nursing staff, residents, families, and transportation providers, as appropriate.
• Maintain an organized log of scheduled appointments, completed visits, and follow-up requirements.
• Communicate with nursing staff, physicians, social services, and other departments regarding documentation and clinic coordination.
• Track outstanding medical documentation and follow up with the appropriate providers or departments.
• Maintain accurate logs, reports, and filing systems.
• Assist with internal audits, regulatory inspections, and other administrative duties as assigned.
• Perform additional related duties as directed by the Administrator or Director of Nursing.

Skills

HIPAA knowledge

Organizational skills

Communication

Follow-up

Multitasking

Collaboration

Time management

Education

High school diploma or equivalent

Tools

Microsoft Office

EMR systems

Job description

Medical Records and Clinic Coordinator

Department: Administration / Medical Records Reports To: Nursing Home Administrator and Director of Nursing

Position Type: Full-Time

POSITION SUMMARY

The Medical Records and Clinic Coordinator maintains accurate and confidential resident medical records, coordinates medical appointments and outside clinic visits, and supports communication among facility departments, healthcare providers, residents, and families.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Medical Records

• Maintain, organize, and update resident medical records in accordance with facility policies and applicable regulations.
• Ensure records are complete, accurate, properly filed, and available to authorized personnel.
• Process requests for medical records and document disclosures as required.
• Monitor missing documentation, signatures, physician orders, and other required medical record information; follow up with the appropriate staff.
• Protect resident confidentiality and comply with HIPAA privacy requirements and facility policies.
• Assist with medical record audits and survey preparation.

Clinic and Appointment Coordination

• Schedule and coordinate resident appointments with outside physicians, specialists, and clinics.
• Arrange transportation and confirm appointment details with the appropriate departments and providers.
• Ensure required medical records, referral forms, test results, and paperwork accompany residents to appointments, as applicable.
• Follow up on appointment outcomes, specialist recommendations, and pending test results with the appropriate clinical staff.
• Communicate appointment schedules and changes to nursing staff, residents, families, and transportation providers, as appropriate.
• Maintain an organized log of scheduled appointments, completed visits, and follow-up requirements.

ADMINISTRATIVE AND COMPLIANCE RESPONSIBILITIES

• Communicate with nursing staff, physicians, social services, and other departments regarding documentation and clinic coordination.
• Track outstanding medical documentation and follow up with the appropriate providers or departments.
• Maintain accurate logs, reports, and filing systems.
• Assist with internal audits, regulatory inspections, and other administrative duties as assigned.
• Perform additional related duties as directed by the Administrator or Director of Nursing.

QUALIFICATIONS

• High school diploma or equivalent required.
• Previous experience in medical records, healthcare administration, or a nursing home setting preferred.
• Knowledge of HIPAA confidentiality requirements and medical record management.
• Strong organizational, communication, and follow-up skills.
• Proficiency in Microsoft Office and electronic medical record systems preferred.
• Ability to manage multiple tasks, meet deadlines, and work collaboratively with facility staff.

CONFIDENTIALITY

The employee must maintain strict confidentiality of resident medical information and comply with applicable federal and state privacy laws and facility policies.