Medical Records Coordinator

CAYA Collaborative Care; Bowling Green (KY); On-site; USD 34,000 - 48,000; Full time

Job summary

CAYA Collaborative Care in Bowling Green, KY seeks a Medical Records Coordinator to oversee daily operations of the Medical Records Department, ensuring accurate, timely, and confidential handling of patient health information within our behavioral health setting.

Responsibilities include processing releases of information, ROI requests, subpoenas, and audits; managing scanning, uploading, and maintenance of records in the EHR; training staff and ensuring HIPAA and 42 CFR Part 2 compliance,

Qualifications

• High school diploma or GED required.
• Associate degree preferred in Health Information Management, Healthcare Administration, or related field.
• Experience with an Electronic Health Record (EHR) system preferred.
• Working knowledge of HIPAA, 42 CFR Part 2, and confidentiality regulations.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook, Adobe Acrobat).

Responsibilities

• Coordinate daily workflow of the Medical Records Department.
• Process Releases of Information (ROI), records requests, and disclosures.
• Process subpoenas, legal requests, and audits as directed.
• Prepare client medical records for appointments and ensure completeness.
• Scan, upload, and maintain client records in the EHR.
• Maintain accuracy and confidentiality of PHI and HIPAA compliance.
• Assist with training new employees on records procedures.
• Provide consultation and guidance on medical records processes.

Skills

Attention to detail

Time management

Communication

Microsoft Office

EHR familiarity

Education

High school diploma or GED

Associate degree in Health Information Management or related field (preferred)

Tools

Microsoft Word

Excel

Outlook

Adobe Acrobat

EHR systems

Job description

POSITION SUMMARY:The Medical Records Coordinator is responsible for coordinating the daily functions of the Medical Records Department to ensure the accurate, timely, and confidential management of client health information. This position supports the organization's mission by maintaining the integrity of medical records, processing requests for information, ensuring compliance with HIPAA, 42 CFR Part 2, and organizational policies, and serving as a resource for medical records procedures and documentation.DUTIES AND RESPONSIBILITIES:Coordinate the daily workflow and functions of the Medical Records Department under the direction of the Senior Office Manager.Process Releases of Information (ROI), records request, continuity of care requests, and other authorized disclosures.Process subpoenas, legal requests, and audits as directed by the Compliance Officer or Director of Office Management.Prepare client medical records for appointments and ensure documentation is complete and available.Scan, upload, and maintain client records within the Electronic Health Record (EHR).Perform data entry while maintaining the accuracy, integrity, and confidentiality of medical records.Maintain archived medical records according to organizational policy and applicable regulations.Assist with training new employees on medical records procedures as directed.Provide consultation and guidance regarding medical records processes.Operate standard office equipment including scanners, copiers, printers, and fax machines.Maintain confidentiality of Protected Health Information (PHI) and comply with HIPAA, 42 CFR Part 2 and other applicable laws.Maintain communication with the Senior Office Manager regarding workflow and operational concerns.Perform other duties as assigned.QUALIFICATIONS:High school diploma or GED required.Associate degree in Health Information Management, Healthcare Administration, or a related field preferred.Minimum of two (2) years of medical records experience, preferably in a behavioral healthcare setting.Experience using an Electronic Health Record (EHR) system preferred.Working knowledge of HIPAA, 42 CFR Part 2, and federal and state confidentiality regulations governing behavioral health records.Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Adobe Acrobat.Strong organizational, communication, and time management skills.Ability to prioritize multiple tasks while maintaining a high level of accuracy and attention to detail.JOB REQUIREMENTS / EXPECTATIONS:Ability to sit, stand, walk, bend, and occasionally lift up to 25 pounds.Ability to operate computers, scanners, copiers, telephones, and other standard office equipment.Work is performed primarily in a behavioral health clinical and administrative environment.Maintain strict confidentiality of Protected Health Information (PHI) and comply with HIPAA, 42 CFR Part 2, and all organizational privacy and security policies.Demonstrate professionalism, integrity, and sound judgment when interacting with clients, staff, providers, attorneys, and community partners.Maintain accuracy, attention to detail, and productivity while managing multiple priorities and meeting established turnaround times.Follow organizational policies, procedures, and documentation standards to ensure regulatory compliance.Adapt to changing priorities and organizational needs while maintaining a positive and collaborative attitude.Present a professional appearance, maintain dependable attendance, and represent CAYA Collaborative Care in a courteous and respectful manner.Performance will be evaluated based on quality, timeliness, compliance, teamwork, customer service, and achievement of departmental and organizational goals.CORE VALUES:All employees must be willing to live our company's core values.Integrity – Exhibiting the highest moral, ethical and legal standards. Doing the right thing – even when no one else is looking.Teamwork – Putting team success over personal success. Actively valuing the strengths and talents of others.Trust/Respect– Seeing and believing in the good intentions of others. Interacting with others in a way that makes them feel valued. Listening without judging. Offering understanding and acceptance.Care/Compassion – Demonstrating unconditional kindness, concern and empathy. Exhibiting genuine concern for others.Ownership/Accountability – Taking personal responsibility for one’s work, actions and feelings. Accepting responsibility for and learning from mistakes.