Medical Records Coordinator at Santa Monica Wilshire Imaging LLC – Santa Monica, California

Full-time | Hybrid

Job Overview

We are seeking a detail-oriented and organized Medical Records Coordinator to support our healthcare team by managing patient records and ensuring the accuracy and confidentiality of medical documentation. The ideal candidate will possess proficiency with electronic health record (EHR) systems and experience in a medical office environment. This role is vital in maintaining seamless administrative operations and facilitating efficient patient care delivery. The successful applicant will demonstrate excellent communication skills, attention to detail, and a commitment to maintaining compliance with healthcare regulations.

Duties

• Organize, file, and maintain accurate patient medical records in accordance with HIPAA, CPI, Red Flag, and other privacy laws and institutional policies.

• Retrieve and update patient information across multiple electronic health record and imaging platforms efficiently and accurately.

• Ensure all medical documentation complies with legal, regulatory, and organizational standards.

•Assists with quality and compliance initiatives, including MIPS (Merit-based Incentive Payment System) reporting support

• Track CD, image transfer, and report requests through organized logs and verify daily exam transmission to PACS.

• Prepare and process medical information releases and subpoenas.

• Verify the completeness and accuracy of medical records before filing or sharing information.

• Monitor complaints from MD offices and flag recurring issues.

• Support data entry tasks related to patient demographics, insurance details, and clinical notes.

• Maintain confidentiality of sensitive information at all times while facilitating smooth administrative workflows.

• Collaborate with clinical, IT, administrative, and compliance teams to ensure timely updates and proper management of medical records.

Core Job Duties

• Communicates effectively and professionally with all internal and external contacts.
• Produces clear, accurate, and grammatically correct written and verbal communication.
• Maintains up-to-date knowledge of company policies and procedures.
• Follows all safety protocols, including timely injury and incident reporting.
• Adheres to conduct, appearance, attendance, and behavioral standards.
• Manages time effectively to meet daily objectives.
• Supports special projects and ad-hoc tasks related to data integrity, compliance, or patient access.
• Participates in workflow reviews and suggests process improvements.
• Cross-trains in receptionist phone duties.
• Performs other duties as assigned.

Other Duties

• Attends meetings and/or training seminars as requested.
• Other duties as assigned.

• Education – High school diploma or GED.

• Work Experience – One to three years of related experience and/or training, or equivalent combination of education and experience. Insurance billing experience preferred.

• Excellent organizational skills with attention to detail in record-keeping practices.

• Ability to handle sensitive information discreetly while adhering to privacy regulations such as HIPAA.

• Effective communication skills for coordinating with healthcare providers, patients, and administrative staff.

• Strong adaptability to changing priorities, new technologies, and evolving workflows.

• Basic understanding of healthcare regulations related to medical records management.

Knowledge and Skills

• Knowledge of blood borne pathogen requirements.
• Ability to effectively communicate verbally and in writing.
• Strong organizational and problem-solving skills.
• Strong adaptability to changing priorities and procedural updates.
• Basic computer skills.
• Ability to use critical thinking skills.
• Ability to formulate appropriate responses to requests for services.
• Awareness of how medical records intersect with imaging workflows, physician expectations, billing processes, and patient rights.

Physical Requirements and Exposures

• Frequent standing, walking and occasional bending, stooping, kneeling and crouching.
• Sitting for extended periods.
• Hand and finger mobility for use of reaching and manipulating keyboards and other imaging equipment.
• Occasional lifting of materials weighing up to 20 pounds.
• Requires clear vision, with or without corrective lenses, at 20 inches or less.
• Exposure to potential hazards such as radiation emitting equipment , extreme heat or cold, chemicals, bio-hazard waste and sharp instruments.
• Noise level: typical of an office environment and medical clinic.

Additional Information

• Must be willing to work overtime when requested and authorized.
• Must be willing to adapt to new technologies, workflows, and evolving priorities.
• Must demonstrate a collaborative, proactive approach to supporting patient-centered care and departmental goals.
• Must be willing to travel to off-site work meetings, trainings, and events, if requested.

Benefits

• Hybrid work schedule

• Paid time off

• Professional, collaborative outpatient work environment

• Opportunity to work with advanced diagnostic imaging technology and an experienced clinical team

Salary

$23-$25/hr