Medical Records Coordinator

Still Hopes; West Columbia (SC); On-site; USD 25,000 - 36,000; Part time

Job summary

Still Hopes Episcopal Retirement Community in South Carolina seeks a part-time Medical Records Coordinator to maintain accurate and confidential resident health records, conduct audits, and ensure HIPAA compliance. Responsibilities include processing records requests, coordinating retention, and supporting audits and Medicare-related activities.

The ideal candidate has at least two years in health information management, RHIT/RHIA preferred, and strong attention to detail with excellent

Qualifications

• Minimum two years of healthcare medical records or health information management experience.
• RHIT or RHIA certification preferred.
• Knowledge of HIPAA privacy and security requirements.
• Experience with audits, regulatory surveys and Medicare processes preferred.
• Strong attention to detail and ability to maintain confidentiality.

Responsibilities

• Maintain accurate, organized resident medical records.
• Conduct routine medical record audits to identify gaps.
• Notify team of deficiencies and assist with remediation.
• Process requests for records and release of information per HIPAA.
• Coordinate retention, storage, retrieval, and off-site archiving.
• Support audits, surveys, and Medicare-related activities.
• Collaborate with Nursing, Administration, Compliance, Billing.
• Participate in quality/compliance activities.

Skills

Attention to detail

Organizational skills

Time management

Written and verbal communication

HIPAA privacy knowledge

EHR proficiency

Education

Associate degree in Health Information Management or related field

High school diploma or equivalent

Tools

EHR systems

Microsoft Office

Release of Information software

Job description

Still Hopes Episcopal Retirement Community is seeking a detail-oriented and highly organized Part-Time Medical Records Coordinator to support the accuracy, integrity, confidentiality, and regulatory compliance of resident health information.

This position is ideal for an experienced medical records or health information professional who enjoys working independently, conducting record audits, identifying documentation deficiencies, and collaborating with clinical and administrative teams to maintain complete and compliant medical records.

Position Overview

The Medical Records Coordinator is responsible for coordinating the maintenance and management of resident health records while ensuring compliance with organizational policies and applicable state and federal regulations. This position plays an important role in maintaining medical record integrity, supporting regulatory compliance, processing authorized releases of information, and assisting with audits, surveys, and Medicare-related processes.

Key Responsibilities

• Maintain accurate, complete, organized, confidential, and accessible resident medical records.
• Conduct routine and focused medical record audits to identify missing, incomplete, or inconsistent documentation.
• Communicate documentation deficiencies to appropriate team members and assist with follow-up and resolution.
• Process authorized requests for medical records and release of information in accordance with HIPAA and organizational requirements.
• Coordinate record retention, storage, retrieval, archival, and off-site storage processes.
• Assist with internal and external audits, regulatory surveys, investigations, claim reviews, and other authorized medical record reviews.
• Retrieve, organize, validate, and prepare documentation requested by residents, responsible parties, healthcare providers, insurance companies, attorneys, government agencies, auditors, and surveyors.
• Maintain the confidentiality, security, and integrity of protected health information.
• Collaborate with Nursing, Therapy, Administration, Compliance, Billing, and other departments to support accurate and complete documentation.
• Participate in applicable quality and compliance activities, including QAPI, Triple Check, and Medicare-related meetings.

Education

• High school diploma or equivalent is required.
• Associate degree or higher in Health Information Management (HIM), Health Information Technology (HIT), Healthcare Administration, Health Informatics, Nursing, or a related healthcare field are preferred.

Preferred Certifications

• Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) through the American Health Information Management Association (AHIMA).
• Other relevant health information management certifications may be considered.

Experience

• Minimum of two (2) years of recent, relevant experience in healthcare medical records, health information management, and/or medical record review within an acute care hospital, inpatient rehabilitation facility, skilled nursing facility, or physician office/clinic setting is required.
• Experience with electronic health records (EHR), medical record auditing, regulatory compliance, release of information, record retention, and maintaining the accuracy, completeness, confidentiality, and integrity of health records is required.
• Experience in skilled nursing, long-term care, Medicare/Medicaid, or other highly regulated healthcare settings is preferred.

Knowledge and Skills

The successful candidate will demonstrate strong knowledge of medical terminology, healthcare documentation practices, HIPAA privacy and security requirements, release of information, record retention, and confidentiality standards.

• Exceptional attention to detail and organizational skills.
• Strong time-management skills and the ability to manage multiple deadlines and competing priorities.
• Sound judgment, discretion, and professionalism when handling confidential information.
• Effective written and verbal communication skills, including the ability to collaborate with clinical professionals and organizational leadership.
• Proficiency with electronic health records and Microsoft Outlook, Word, Excel, and PowerPoint.
• Strong computer, data-entry, typing, and electronic document-management skills.
• The ability to work independently while contributing to a collaborative, multidisciplinary team.

The ideal candidate is detail-oriented, proactive, and committed to maintaining accurate and complete medical records. A strong understanding of documentation standards, resident privacy, regulatory compliance, and timely follow-up is essential. Success in this role requires the ability to identify discrepancies, investigate documentation concerns, communicate effectively with clinical and administrative professionals, and exercise sound judgment when handling confidential information.

A commitment to quality care, regulatory compliance, and the protection of residents and the organization is fundamental to this position. The Medical Records Coordinator recognizes that accurate health information is essential to effective care coordination, informed decision-making, and the overall integrity of healthcare services.

To provide a faith-based community where life will be rich and full as God intends it to be, holding to our values, serving one another with dedication, and promoting health and wellness for all.

Our Vision

To exemplify a new expectation for senior living.

Our Values

Family- We are here for each other.

Attitude- We can achieve anything with the right spirit.

Integrity- We are anchored in trust, respect, and accountability.

Team- We work together to make it happen.

Health- We nurture physical, emotional, and spiritual wellness.

Still Hopes Episcopal Retirement Community is an equal opportunity employer and will continue to recruit, hire, train and promote into all job levels the most qualified persons without regard to race, color, religion, sexual orientation, national origin, age, disability, genetic information, ancestry, marital status, military or veteran status, citizenship status, pregnancy and pregnancy-related conditions including childbirth, or any other reason prohibited by law.

Equal Opportunity Employer
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