Medical Records Coordinator (TEMP)

The Emily Program • Saint Paul, MN

1d

About The Position

The Medical Records Coordinator organizes, tracks, and processes electronic health record requests, indexing, and archiving in accordance with medical, administrative, ethical, legal, and regulatory requirements. This role also serves as a resource for staff and clients regarding state and federal requirements related to client privacy and confidentiality, client rights concerning health information, and processes for the disclosure and release of information.

Requirements

• 1+ year experience in administrative support, preferably in a healthcare setting
• Familiarity with HIPAA and 42 CFR Part 2 requirements in regard to medical records or mental health, preferably
• Experience using Microsoft Office – Word, Excel, Outlook
• Proficient computer skills and ability to use technology to communicate with others
• Understanding HIPAA, 42 CFR Part 2, state privacy laws, and organizational policies, and applying them consistently.
• Build and maintain productive relationships with internal and external stakeholders, including providers, leaders, clinics, patients, and families.
• Effectively problem-solve and provide exceptional customer service and communication across multiple platforms (phone, email, in person).
• Exhibit strong attention to detail and dedication to maintaining high-quality standards.
• Demonstrate initiative, good judgment, and the ability to structure work, identify and address issues proactively, and stay on task.
• Ability to manage multiple records requests, tasks, and deadlines simultaneously.
• Maintaining the integrity and confidentiality of PHI, exercising discretion in handling sensitive information.
• Adapt to changing priorities while maintaining focus on organizational goals.
• Show passion for our clients, mission, and organizational values.

Nice To Haves

• Bachelor’s degree preferred

Responsibilities

• Scan and index paper elements of the clinical record such as consents and external records into the electronic health record according to established criteria and guidelines.
• Receives, reviews, and fulfills client self-record requests and external records requests, ensuring appropriate authorization, accurate documentation, and compliance with organizational policy and applicable state and federal regulations.
• Protect the privacy and security of clinical records, ensuring confidentiality is maintained in accordance with organizational policy and applicable regulations.
• Receive, review, log, and route authorizations, court orders, legal requests, and other records requests to ensure proper handling of protected health information (PHI).
• Support the development and implementation of records management processes, including policies and procedures for archiving clinical records, processing disclosures, and maintaining the integrity of the clinical record.
• Ensure client rights under HIPAA and 42 CFR Part 2 by fulfilling requests for access to treatment information within required timeframes and documenting disclosures appropriately.
• Utilize a records tracking system to monitor and organize records throughout the archiving and disclosure lifecycle.
• Collaborate with internal providers and staff to review and fulfill records requests, obtaining necessary clinical input when needed.
• Serve as a subject matter expert for staff across all TEP locations regarding records release, disclosure requirements, and archiving processes.
• Consult with the Medical Records Supervisor, Sr. Director of Compliance, and General Counsel on complex records requests and records management issues.
• Perform quality verification of indexing and scanning processes to ensure accuracy and correct any errors.
• Other duties as assigned

Benefits

• HSA and PPO insurance with HSA or FSA options (Blue Cross Blue Shield)
• Dental insurance (Delta Dental)
• Vision insurance (EyeMed)
• Short-term and long-term disability insurance
• Company-paid life insurance
• 401(k) plan available two months after start date
• Company 401(k) matching for up to 50% of your contribution, up to 6% of your compensation
• Paid time off is a crucial part of maintaining work and life balance. Our generous PTO plan accrues annually and begins with your first whole pay period. Eligible employees enjoy seven paid holidays and one floating holiday in addition to their regular PTO.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level