Medical Information Coordinator

MAINE VETERANS HOMES•Augusta, ME

1d•Onsite

About The Position

The Medical Information Coordinator supports the home’s administrative, financial, and medical records functions. This role works closely with leadership, clinical teams, and external partners to ensure accurate invoice processing, record maintenance, and regulatory compliance. You’ll serve as a key resource for both administrative workflows and medical records management—helping ensure operations run smoothly while maintaining the integrity and confidentiality of resident information.

Requirements

Minimum of 3 years of experience in administrative support, medical records, or healthcare operations.
Ability to manage multiple tasks and maintain accurate records
Familiarity with electronic medical records (EMR) systems and Microsoft Office
Understanding of confidentiality and compliance requirements in healthcare

Nice To Haves

An associate or bachelor’s degree in healthcare or business related field is preferred.
Knowledge of accounts payable, invoicing, or financial coordination preferred

Responsibilities

Assist with routing, coding, and processing accounts payable, including ancillary medical bills
Prepare and submit purchase orders; maintain purchase order log and documentation
Process monthly invoices and manage vendor payments, including P-Card transactions
Upload and code invoices in procurement systems and track approvals
Maintain expense records and support budgeting-related processes
Request and manage vendor documentation (e.g., W-9s)
Maintain facility records, including contracts, agreements, and licenses in compliance with regulations
Ensure documentation aligns with state, federal, and VA requirements
Support audits, surveys, and compliance reviews
Assist in organizing and maintaining the medical records system
Scan and upload documentation into electronic medical records (EMR)
Ensure records are complete, properly coded, signed, and securely stored
Maintain tracking logs for released medical information
Support the destruction process for records in accordance with policy
Assist with insurance denials and records compilation
Coordinate with consultants and survey teams to ensure compliance
Complete provider credentialing processes
Support data collection efforts for quality initiatives (QAPI)
Track Medicaid eligibility documentation and coordinate with Social Services
Provide administrative support to leadership and clinical staff (e.g., assisting on the unit, supporting resident transportation, serving as primary backup for lead receptionist)
Attend staff meetings and required trainings
Collaborate across departments to support efficient operations
Perform other related duties as assigned