Electronic Records Coordinator

CDS Monarch, Inc.•City of Utica, NY

1d•$21 - $24•Hybrid

About The Position

The Portal Coordinator is responsible for managing and maintaining accurate portal access for individuals served by Prime Care Coordination. This role ensures that all authorized contacts—such as individuals served, family members, representatives, providers, and other designated stakeholders—are appropriately added to the portal and granted access consistent with documented consents. The Portal Coordinator plays a critical role in safeguarding Protected Health Information (PHI) by ensuring access is granted only to authorized users, reviewed regularly, and removed in a timely manner when no longer appropriate. This position supports regulatory compliance, data integrity, and privacy standards across all portal-related activities.

Requirements

Ability to lead others in implementation efforts and technology related projects.
Self-starter who can learn and understand new technology quickly and independently.
Strong understanding of confidentiality, privacy, and HIPAA requirements related to PHI.
High attention to detail and accuracy in managing sensitive information.
Ability to follow and enforce access controls, policies, and procedures consistently.
Proficiency with electronic health records (EHRs), portals, and database systems.
Strong organizational, time-management, and documentation skills.
Effective written and verbal communication skills.
Ability to work independently while collaborating with multidisciplinary teams.
Professional judgment and discretion when handling sensitive situations.
Minimum of one (1) year of relevant experience required.
Adhere to all Prime Care Coordination policies and procedures.
Adhere to the Agency Mission, Vision, Shared Values, and Customer Service Standards.
Attend mandatory education and training; maintain required certifications.

Nice To Haves

Associate’s degree or higher in a related field preferred.
Experience with EHRs, portals, or systems containing PHI preferred.
Equivalent combination of education and experience may be considered.

Responsibilities

Add, update, and maintain portal accounts for all authorized contacts associated with individuals served, including individuals, family members, legal guardians, care team members, and providers.
Ensure portal access levels align with documented consents and individual preferences.
Maintain accurate and up-to-date contact records within the portal system.
Serve as the primary point of contact for portal access requests, changes, and terminations of access.
Verify required consents and authorizations are on file prior to granting portal access to any user.
Assign appropriate role-based and permission-based access to protect PHI in accordance with HIPAA, NYS CCO/Health Home regulations, and PCC policies and procedures.
Monitor portal access to ensure continued appropriateness of access for all users.
Promptly remove or modify portal access when notified of changes.
Escalate potential privacy, security, or access concerns to leadership.
Ensure portal practices remain compliant with applicable requirements.
Support audits by providing documentation and access logs.
Participate in quality improvement efforts.
Collaborate with Care Managers, leadership, IT, and Quality staff.
Provide guidance and technical support to staff.
Communicate clearly with stakeholders.
Maintain written procedures and tracking tools.
Assist with staff training.
Complete required trainings.
Provide reports as assigned.