Medical Records Coordinator

Pulse Primary Care; Spring Hill (CA); On-site; USD 30,000 - 34,000; Full time

Job summary

Pulse Primary Care in Grass Valley, CA is seeking a Medical Records Coordinator to manage, organize, and maintain patient records, ensuring accuracy, compliance, and timely processing within a fast-paced clinical environment.

The role supports communication between patients, providers, and external partners while maintaining confidentiality and efficiency in daily operations. You will oversee fax/inbox tasks, scan/upload records, post payments, and assist patients with record requests.

Qualifications

• High school diploma or equivalent required; additional medical office training or certification preferred.
• Minimum 1–2 years of experience in a medical records or healthcare administrative role.
• Strong organizational skills and attention to detail.
• Proficiency with EMR/EHR systems, fax management, and Microsoft Office Suite.
• Excellent communication and customer service skills.

Responsibilities

• Manage and complete all assigned medical records tasks daily.
• Oversee the fax inbox and outbox, ensuring all documents are routed to the correct location.
• Monitor and complete all “Jellybean” inbox tasks daily.
• Answer and manage incoming phone calls related to medical records, referrals, and scheduling coverage as needed.
• Scan and upload all records into the electronic database, ensuring accurate documentation.
• Reconcile all daily labs, diagnostic imaging (DI), and outside encounters (OE) from Dignity-SNMH and Quest Laboratory.
• Notify patients regarding referral statuses, diagnostic test completion, and other record-related updates.
• Handle outgoing mail twice daily (before 10:30 a.m. and 4:30 p.m.).
• Coordinate the copying and transferring of records with approved copy services.
• Distribute and collect provider folders daily (including mail, reports, and related documentation).
• Assist patients with record pick-ups and related requests.
• Verify that all forms completed by providers are properly coded and finalized before release to patients.
• Post payments related to medical record requests.
• Organize and mail patient reminder cards.
• Process peer-to-peer (P2P) requests daily.
• Provide coverage and support for other Medical Records and Referral Coordinators as needed.
• Perform other duties as assigned by the Practice Manager or physicians.

Skills

Strong organizational skills

Attention to detail

Excellent communication and customer

Education

High school diploma or equivalent

Medical office training or certification (preferred)

Tools

EMR/EHR systems

Fax management

Microsoft Office Suite

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 Grass Valley, CA, US

Salary Range: $22.00 To $25.00 Hourly

Job Title: Medical Records Coordinator
Location: Grass Valley, CA
Department: Clinical Operations
Reports To: Practice Manager

Position Summary:
The Medical Records Coordinator is responsible for managing, organizing, and maintaining all patient medical records and related documentation to ensure accuracy, compliance, and timely processing. This role also supports communication between patients, providers, and external partners while maintaining confidentiality and efficiency in a fast-paced clinical environment.

Key Responsibilities

• Manage and complete all assigned medical records tasks daily.
• Oversee the fax inbox and outbox, ensuring all documents are routed to the correct location.
• Monitor and complete all “Jellybean” inbox tasks daily.
• Answer and manage incoming phone calls related to medical records, referrals, and scheduling coverage as needed.
• Scan and upload all records into the electronic database, ensuring accurate documentation.
• Reconcile all daily labs, diagnostic imaging (DI), and outside encounters (OE) from Dignity-SNMH and Quest Laboratory.
• Notify patients regarding referral statuses, diagnostic test completion, and other record-related updates.
• Handle outgoing mail twice daily (before 10:30 a.m. and 4:30 p.m.).
• Coordinate the copying and transferring of records with approved copy services.
• Distribute and collect provider folders daily (including mail, reports, and related documentation).
• Assist patients with record pick-ups and related requests.
• Verify that all forms completed by providers are properly coded and finalized before release to patients.
• Post payments related to medical record requests.
• Organize and mail patient reminder cards.
• Process peer-to-peer (P2P) requests daily.
• Provide coverage and support for other Medical Records and Referral Coordinators as needed.
• Perform other duties as assigned by the Practice Manager or physicians.

Qualifications

• High school diploma or equivalent required; additional medical office training or certification preferred.
• Minimum 1–2 years of experience in a medical records or healthcare administrative role.
• Strong organizational skills and attention to detail.
• Proficiency with EMR/EHR systems, fax management, and Microsoft Office Suite.
• Excellent communication and customer service skills.