Medical Records Coordinator

Mens Health Foundation • West Hollywood, CA

8d

About The Position

THE MEDICAL RECORDS COORDINATOR REPORTS TO THE ASSOCIATE DIRECTOR OF CLINIC ADMINISTRATION AND IS RESPONSIBLE FOR THE MANAGEMENT, MAINTENANCE, AND PROTECTION OF PATIENT HEALTH INFORMATION. THIS POSITION OVERSEES THE EFFICIENT RECEIPT, PROCESSING, INDEXING, AND DISTRIBUTION OF MEDICAL RECORDS WHILE ENSURING FULL COMPLIANCE WITH HIPAA AND ORGANIZATIONAL POLICIES. THE ROLE ALSO SUPPORTS CLINICAL OPERATIONS BY PROVIDING ACCURATE AND TIMELY RESPONSES TO MEDICAL RECORD REQUESTS FROM PATIENTS, PROVIDERS, AND AUTHORIZED THIRD PARTIES.

Requirements

• High school diploma or equivalent required; coursework or certification in Health Information Management or a related field preferred.
• Minimum 1 year of experience in medical records, referrals coordination, or similar healthcare administrative role.
• Strong organizational skills with excellent attention to detail and accuracy.
• Working knowledge of medical terminology and basic clinical documentation concepts.
• Knowledge of HIPAA medical privacy regulations and best practices for release of information and document handling.
• Excellent customer service skills, with the ability to communicate clearly and professionally with patients, providers, and third-party entities.
• Demonstrated ability to work effectively as part of a health care team in a fast-paced environment.
• Must be able to pass a pre-employment drug test, physical, and a background check to include a 7-year criminal, 10-year SSN & employer history reference check.
• Must be able to provide proof of COVID-19 vaccination on the first day of work.
• Excellent interpersonal skills.
• Attention to detail.
• Must take yearly flu shot or wear flu mask during flu season for patient-facing positions and test for tuberculosis as required by the Centers for Disease Control and Prevention.

Responsibilities

• Receive, process, and index all incoming medical documentation through the EHR, secure fax, or electronic communication systems.
• Review and reconcile documentation to ensure all relevant records are accurately linked to the correct patient chart.
• Handle any physical documentation (e.g., mailed records, external correspondence, or lab results) by scanning, indexing, and confirming upload accuracy in the EHR.
• Respond to medical record requests from patients, providers, legal offices, and third-party entities in compliance with HIPAA and organizational policies.
• Prepare invoices and collect payment for record releases from authorized third-party requestors, following established billing and documentation procedures.
• Maintain accurate records of all medical record requests, releases, and associated payments for compliance and audit purposes.
• Collaborate with the referrals department to obtain follow-up records from specialist offices for patients referred out by the clinic.
• Coordinate incoming referrals by contacting external offices to gather necessary medical records prior to the patient’s first visit.
• Communicate with clinical, billing, and registration teams to resolve missing, misrouted, or incomplete documentation.
• Escalate EHR data integrity or security concerns to leadership promptly when discrepancies are identified.
• Participate in ongoing process improvement initiatives to enhance medical records workflows and accuracy.
• Provide excellent customer service to internal and external stakeholders with professionalism, tact, and discretion.
• Perform other duties as assigned in support of clinic operations and compliance objectives.

Benefits

• Medical, Dental, Vision, Life and LTD insurance (may be eligible on the 1st of the month following date of hire)
• 12 Paid Holidays (including 1 mental health day)
• 401(k) Retirement plan (may be eligible for employer matching up to 4% following completion of 90th day of employment)
• Flexible Spending Account (FSA)
• 40 hours of sick pay (following completion of 90th day of employment)
• 120 hours of PTO accrued within the 1st year of employment

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED