Resident Medical Records & Clinic Coordinator

The Heritage Center for Nursing and Rehabilitation; New York (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

The Heritage Center for Nursing and Rehabilitation is seeking a Medical Records and Clinic Coordinator to maintain resident medical records, coordinate appointments with outside providers, and facilitate communication among departments, residents, and families.

In this role you will handle documentation, ensure HIPAA compliance, and support audits and regulatory surveys while collaborating with nursing and administrative staff to optimize patient care and scheduling processes.

Qualifications

• High school diploma or equivalent required.
• Experience in medical records, healthcare administration, or nursing home setting preferred.
• Knowledge of HIPAA confidentiality requirements and medical record management.
• Strong organizational, communication, and follow-up skills.
• Proficiency in Microsoft Office and electronic medical record systems preferred.
• Ability to manage multiple tasks, meet deadlines, and work collaboratively with facility staff.

Responsibilities

• Maintain, organize, and update resident medical records in accordance with facility policies and applicable regulations.
• Ensure records are complete, accurate, properly filed, and available to authorized personnel.
• Process requests for medical records and document disclosures as required.
• Monitor missing documentation, signatures, physician orders, and other required medical record information; follow up with the appropriate staff.
• Protect resident confidentiality and comply with HIPAA privacy requirements and facility policies.
• Assist with medical record audits and survey preparation.
• Schedule and coordinate resident appointments with outside physicians, specialists, and clinics.
• Arrange transportation and confirm appointment details with the appropriate departments and providers.
• Ensure required medical records, referral forms, test results, and paperwork accompany residents to appointments, as applicable.
• Follow up on appointment outcomes, specialist recommendations, and pending test results with the appropriate clinical staff.
• Communicate appointment schedules and changes to nursing staff, residents, families, and transportation providers, as appropriate.
• Maintain an organized log of scheduled appointments, completed visits, and follow-up requirements.
• Communicate with nursing staff, physicians, social services, and other departments regarding documentation and clinic coordination.
• Track outstanding medical documentation and follow up with the appropriate providers or departments.
• Maintain accurate logs, reports, and filing systems.
• Assist with internal audits, regulatory inspections, and other administrative duties as assigned.
• Perform additional related duties as directed by the Administrator or Director of Nursing.

Skills

Organizational skills

Communication skills

Follow-up skills

Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Office

EMR systems

Job description

The Heritage Center for Nursing and Rehabilitation is seeking a Medical Records and Clinic Coordinator to maintain resident medical records, coordinate appointments with outside providers, and facilitate communication among departments, residents, and families.

In this role you will handle documentation, ensure HIPAA compliance, and support audits and regulatory surveys while collaborating with nursing and administrative staff to optimize patient care and scheduling processes.