Medical Records Coordinator

Nephrology Associates of Northern Illinois, Ltd.; Oak Brook (IL); On-site; USD 33,062 - 44,083; Full time

Job summary

Nephrology Associates of Northern Illinois, Ltd. is seeking a detail-oriented Medical Records Coordinator to support Compliance and Auditing.

This full-time role in Oak Brook, IL involves coordinating patient records across multiple EMR systems and external entities to ensure complete, accurate records for audits and regulatory reviews. The ideal candidate will have 2+ years of healthcare records experience, strong organizational skills, and proficiency with MS Office and EMR systems.

Qualifications

• High school diploma or GED required.
• Minimum 2 years of medical records or healthcare admin experience.
• Experience with EMRs/EHRs.
• Proficiency with MS Office including Excel and Outlook.
• Strong organizational skills and attention to detail.
• Knowledge of HIPAA privacy requirements.

Responsibilities

• Coordinate retrieval of patient records for audits and investigations.
• Collaborate with Compliance and Auditing teams to determine required documentation.
• Retrieve records from multiple EMR systems and external platforms.
• Request records from hospitals, dialysis facilities, and other entities when needed.
• Track outstanding requests and ensure timely receip t.
• Prepare records for audit review while maintaining confidentiality.
• Document record requests, receipt dates, and completion status.
• Verify completeness and legibility of received records.
• Assist with Release of Information requests as needed.
• Maintain HIPAA compliance and privacy policies.
• Coordinate with clinical/operational staff to obtain necessary documentation.
• Identify opportunities to improve retrieval workflows.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Multitasking

Education

High school diploma or GED

Associate degree in Health Information Management (preferred)

Tools

Microsoft Excel

Outlook

EMRs/EHRs experience

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Medical Records Coordinator

Full Time Clinical Ops & Admin Oak Brook, IL, US

4 days ago Requisition ID: 1179

Salary Range: $24.00 To $32.00 Hourly

Position Summary

Our growing nephrology practice is seeking a detail-oriented Medical Records Coordinator to support our Compliance and Auditing departments. This position plays a critical role in ensuring medical records are complete, accurate, and available for compliance reviews, internal audits, external audits, and other business needs.

Unlike traditional medical records positions, this role requires coordinating patient records across multiple electronic health record (EHR) systems, hospital portals, dialysis providers, and outside healthcare organizations. The ideal candidate is highly organized, comfortable navigating multiple electronic systems, and enjoys solving problems while ensuring timely retrieval of protected health information.

• Coordinate retrieval of patient medical records for internal and external auditing activities.
• Work directly with the Compliance and Auditing teams to determine required documentation for audits and investigations.
• Retrieve records from multiple electronic medical record systems, including both internal and external platforms.
• Request records from hospitals, dialysis facilities, physician offices, imaging centers, laboratories, and other healthcare entities when direct electronic access is unavailable.
• Track outstanding medical record requests and follow up to ensure timely receipt.
• Organize, compile, and prepare records for audit review while maintaining strict confidentiality.
• Maintain documentation of record requests, receipt dates, and completion status.
• Verify completeness and legibility of records received.
• Assist with Release of Information (ROI) requests as assigned/needed.
• Maintain compliance with HIPAA, HITECH, and organizational privacy policies.
• Collaborate with clinical, operational, and administrative departments to obtain needed documentation.
• Identify opportunities to improve medical record retrieval workflows and efficiency.
• Perform additional duties as assigned.

Qualifications

Required

• High school diploma or GED
• Minimum of 2 years of medical records, health information management, medical office, or healthcare administrative experience
• Experience working with electronic medical records (EMRs/EHRs)
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities simultaneously
• Demonstrated attention to detail and accuracy
• Knowledge of HIPAA privacy and confidentiality requirements
• Proficiency with Microsoft Office, including Excel and Outlook

Preferred

• Associate degree in Health Information Management or related field
• Experience with Release of Information (ROI)
• Experience working with multiple electronic medical record systems
• Experience requesting records from hospitals or outside clinicians
• Experience supporting healthcare compliance, quality, or auditing functions
• RHIT, RHIA, or other HIM credential (preferred but not required)

Ideal Candidate

The ideal candidate is someone who:

• Enjoys investigative and detail-oriented work
• Is comfortable working across multiple technology platforms
• Can independently manage a high volume of record requests
• Communicates professionally with internal staff and outside healthcare organizations
• Understands the importance of confidentiality and regulatory compliance
• Thrives in a collaborative, team-oriented environment
• Competitive compensation
• Paid time off and paid holidays
• 401K Safe Harbor and Profit Sharing contributions