Medical Records Coordinator

Otterbein SeniorLife; Lebanon (Lebanon County); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical Insurance

Vision & Dental Insurance

401(k) Retirement Savings Plan with 1:

Paid Time Off (PTO)

Tuition Reimbursement

Job summary

Otterbein SeniorLife is seeking a detail-oriented Medical Records Coordinator to maintain accurate patient records, ensure compliance, and support EMR documentation for Home Health and Hospice services. This role emphasizes timely chart audits, information updates, and liaison with internal teams and external providers.

The coordinator will ensure regulatory adherence, privacy protections, and efficient document flow, contributing to high-quality, person-centered care across Otterbein’s

Qualifications

• Associate’s degree or equivalent experience preferred.
• Minimum of 1 year experience of medical records or administrative experience preferred.
• Familiarity with PCC, MatrixCare, and Careficient is preferred.
• Valid driver’s license and insurance required.
• Strong attention to detail, organizational skills, and sound judgement required.

Responsibilities

• Assemble and maintain accurate patient records, ensuring all required documentation is complete and compliant.
• Perform chart audits for new admissions and discharges; close out records in a timely manner.
• Electronically distribute, upload, and update documents and orders in the EMR.
• Record and update patient identification information as needed.
• Fax and follow up on physician orders to ensure timely signature and return.
• Ensure compliance with documentation standards and regulations.
• Provide guidance to partners on documentation requirements and process improvements.

Skills

Attention to detail

Organizational skills

Communication

Team collaboration

Education

Associate’s degree or equivalent experience preferred

Tools

PCC

MatrixCare

Careficient

Job description

Overview

The Medical Records Coordinator plays a key role in maintaining accurate, compliant medical records for Otterbein’s home health and hospice ministries. This position supports all documentation, record-keeping, and physician order tracking processes while serving as a resource for both internal partners and external providers. The coordinator ensures timely updates, supports audits and compliance initiatives, and contributes to the overall efficiency and integrity of the medical records system in alignment with Otterbein’s mission and service values.

At Otterbein, you’re more than an employee, you’re a Partner in Caring. Together, we work side by side toward a shared goal: delivering person-centered care that respects every resident and the choices they make.

Whether in our vibrant communities, our welcoming small house neighborhoods, Home Health, Hospice or Home Office, we provide the highest level of compassionate, quality care.

Join our team of Partners who are talented, kind, wise, funny, spirited, generous, endearing, and truly one-of-a-kind.

Responsibilities

Medical Records Maintenance:

• Assemble and maintain accurate patient records, ensuring all required documentation is complete and compliant.
• Perform chart audits for new admissions and discharges; close out records in a timely manner.
• Electronically distribute, upload, and update documents and orders in the EMR.
• Record and update patient identification information as needed.
• Fax and follow up on physician orders to ensure timely signature and return.

Regulatory & Compliance Support:

• Ensure compliance with documentation standards and regulations.
• Maintain security and confidentiality of all patient care information.
• Complete ADR requests and support regulatory reviews and audits.
• Assist with document tracking related to benefit periods, CTIs, and Face-to-Face forms.

Communication & Collaboration:

• Provide guidance to partners on documentation requirements and process improvements.
• Serve as a liaison between team members, leadership, and external providers.
• Practice open, respectful communication and maintain a positive, collaborative work environment.
• Participate in department meetings, committees, and training.

Administrative & Operational Support:

• Identify and report billing or record discrepancies.
• Notify ancillary vendors of changes in resident information.
• Support pharmacy and DME documentation as needed.
• Assist with departmental projects, reports, and QAPI initiatives.

Experience & Qualifications

• Associate’s degree or equivalent experience preferred.
• Minimum of 1 year experience of medical records or administrative experience preferred.
• Familiarity with systems such as PCC, MatrixCare, and Careficient is preferred.
• Valid driver’s license and insurance required.
• Strong attention to detail, organizational skills, and sound judgement required.

BENEFITS*

Health & Wellness

• Medical Insurance with free virtual doctor visits
• Vision & Dental Insurance
• Pet Insurance
• Life Insurance
• Employee Assistance Program (EAP) for personal and professional support

Financial Security

• 401(k) Retirement Savings Plan with company match
• Paid Time Off (PTO) that accrues immediately from day one
• Paid Holidays for a healthy work-life balance
• Access to DailyPay , enabling you to access up to 100% of your earned wages on a daily basis
• Tuition Reimbursement up to $5,250 per year for ANY field of study
• Tuition Discounts through exclusive partnerships with the University of Cincinnati, University of Toledo, and Hondros College
• Employee-Sponsored Crisis Fund available for those facing unforeseen challenges
• Legal & Identity Theft Protection

Growth & Development

• University Partnerships with University of Cincinnati, University of Toledo, and Hondros College for exclusive tuition discounts
• Multiple Partner Discounts available for various products and services through Access Perks
• Access to 1,000s of hours of personal and professional development material through RightNow Media @ Work

*Some benefits, including PTO and tuition reimbursement, are based on hours worked.

Why work for Otterbein SeniorLife:

For more than 100 years, Otterbein has provided senior housing options rooted in respect and community. We’re a non‑profit 501(c)(3) health and human service organization, so our values and initiatives are focused on serving our residents.

Otterbein SeniorLife consists of lifestyle communities, revolutionary small house neighborhoods, home health, and hospice care in Ohio and Indiana. We offer different lifestyle options for seniors through independent living, assisted living, skilled nursing, rehab, memory support, respite care, in‑home care, and hospice services.