Medical Records Coordinator

Prelude Fertility, Inc.; Tomball (TX); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Comprehensive health coverage

Family building benefits

Paid parental leave

PTO 18 days + 11 holidays

401(k) with company match

HSA employer contributions

Employee referral program

Continuing education reimbursement

Calm Health subscription

Employee Assistance Program (EAP)

Job summary

Aspire HFI in Tomball, TX is seeking a dedicated Medical Records/Front Desk Coordinator to join our growing fertility practice. This full-time role supports patient care by organizing charts, handling records requests, scheduling appointments, greeting visitors, and coordinating between the lab, physician, and staff with privacy and HIPAA compliance.

Ideal candidates have a high school diploma and at least one year of medical office admin experience.

Qualifications

• High school diploma or equivalent is required.
• One year of administrative experience in a medical office is required.
• Excellent communications and computer skills; capable of multi-tasking in a fast-paced environment.
• Knowledge of women’s health is a plus.

Responsibilities

• Track, record, and maintain patient charts that have been scanned and uploaded, ensuring confidentiality.
• Retrieve and distribute documents to appropriate teams.
• Verify accuracy and completeness of patient records; resolve discrepancies.
• Process requests for medical records from patients, staff, providers, and insurers; document requests.
• Order historical physical charts when needed and digitize into the EMR.
• Generate reports on medical records and compliance metrics.
• Respond to patient communications regarding medical records and update records as needed.
• Adhere to HIPAA and related regulations for patient confidentiality and data security.
• Answer phones, direct calls, and assist patients while maintaining flow of information between lab, physicians, and staff.
• Schedule and confirm patient appointments, check-ups, and referrals.
• Greet visitors and direct them to the appropriate staff.
• Other duties as assigned.

Skills

Communication skills

Computer skills

Multi-tasking

Patient care

Education

High school diploma or equivalent

Job description

Aspire HFI - Tomball
610 Lawrence Street
Tomball, TX 77375, USA

Description

We are seeking a dedicated and detail-oriented Medical Records/Front Desk Coordinator to join our growing fertility practice. This full-time opportunity is ideal for someone who is passionate about women's health and providing exceptional patient assistance in a fast-paced, compassionate healthcare environment.

Responsibilities include:

• Tracking, recording, and maintaining patient charts that have been scanned and electronically uploaded. Meticulously organize records to ensure patient confidentiality is maintained with record upload and/or disclosure.
• Retrieve and distribute incoming and/or outgoing documents to the appropriate teams.
• Verify the accuracy and completeness of patient records and resolve discrepancies.
• Process and respond to requests for medical records from patients, clinic staff, healthcare providers, insurance companies, and other authorized entities. Maintain accurate documentation of the record requests.
• Order historical physical charts as necessary for current patient care or lab needs. Ensure physical charts are digitized into the EMR.
• Generate reports related to medical records, such as statistics on record retrieval or compliance metrics.
• Respond to patient communication regarding medical records, and update records as needed.
• Implement and monitor policies and procedures for the handling of medical records.
• Adhere to healthcare regulations, such as HIPAA (Health Insurance Portability and Accountability Act), to ensure patient confidentiality and data security.
• Answering phone and directing calls or assisting patients as is appropriate, handling and managing the continuous flow of information between the lab, onsite physician and other staff while adhering to our standards of patient care and right to privacy
• Schedule and confirm patient appointments, check-ups and physician referrals.
• Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.
• Other duties as assigned.

Education / experience needed:

• High school diploma or equivalent is required.
• One year of administrative experience in a medical office is required.

Applicants must have excellent communications and computer skills; capable of multi-tasking and working in a fast-paced environment.

Knowledge of women’s health is a plus.

Why You'll Love Working Here – Our Amazing Benefits:

Comprehensive Health Coverage: Medical, dental, and vision plans for our full-time employees, along with complimentary basic life insurance, Employee Assistance Program, and long-term disability insurance. FREE employee only healthcare coverage option is also available.

Family Building Support: Take advantage of our comprehensive fertility benefits, adoption assistance, and surrogacy support to help grow your family.

Paid Parental Leave: Generous maternity, paternity, and partner leave so you can focus on what matters most.

Plenty of Paid Time Off: Start with 18 days of PTO annually and enjoy 11 paid holidays, including one floating holiday to use as you choose!

Retirement Ready: Invest in your future with our 401(k) plan, featuring a competitive company match and full vesting after just 2 years.

Lifestyle Spending Account: Access a company-funded account to reimburse expenses that boost your physical, financial, and emotional well-being.

Health Savings Account (HSA): If eligible, enjoy regular employer contributions to your HSA with every paycheck.

Rewards for Connections: Earn extra money with our Employee Referral Program—your network is invaluable!

Growth Opportunities: We support your career with continuing education reimbursement and dedicated time off for professional development.

Premium Calm Health Subscription: Enjoy a free premium Calm Health app subscription to support your mental wellness.

Emotional & Work-Life Support: Through our Employee Assistance Program (EAP) with SupportLinc, you'll have access to emotional well-being and work-life resources whenever you need them.

Extra Peace of Mind: Explore additional coverage options including Accident, Critical Illness, Hospital Indemnity, and Pet Insurance, to suit your needs.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.