Medical Records Coordinator in Miami, Florida at Community Medical Group
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Job Description
Summary
The Medical Records Coordinator manages the intake, organization, validation, storage, and retrieval of patient medical records to support clinical operations, continuity of care, and regulatory compliance. This role processes both incoming records and requests for external records, ensures proper and timely upload of documents into the Electronic Medical Record (EMR), and maintains rigorous audit trails and documentation. The coordinator interfaces with clinical teams and external providers to ensure charts are complete, accurate, and accessible when needed.
Duties and Responsibilities
- Process incoming faxed, scanned, or mailed medical documents within defined turnaround times by uploading them accurately into the EMR.
- Review documents for correct patient identification, date of service, document type, and duplicate status before finalizing upload.
- Respond to internal record requests: collect and complete necessary forms, submit external requests (fax, phone, portal), and log all outreach attempts and outcomes.
- Prioritize requests based on urgency and departmental guidelines; escalate or follow-up on outstanding requests until closure or defined resolution.
- Obtain and upload external medical records (e.g., from hospitals, specialists, imaging centers, prior providers), and update request status accordingly.
- Track referral and imaging orders related to records retrieval, ensuring follow-up and completion.
- Coordinate collection of prior medical records for new patients before their initial visit.
- Maintain detailed, auditable documentation in the EMR of all actions taken, including request logs, follow-up notes, and final disposition.
- Adhere strictly to HIPAA, state privacy laws, and internal confidentiality policies in all record handling.
- Comply with productivity, accuracy, and workflow standards set by the department.
- Identify opportunities for process improvement, workflow optimization, and system enhancements in record handling.
- Perform other duties as assigned to support the Medical Records department and organizational goals.
Qualifications
Education/Experience:
- High school diploma or equivalent.
- Prior experience in a clinical or medical records setting preferred.
- Proficiency in EMR systems, document management, and data entry.
- Experience in handling medical record requests, including retrieval from external facilities and patient record processing.
- Familiarity with HIPAA regulations and confidentiality standards.
Skills:
- Ability to follow standardized procedures and workflow guidelines accurately and consistently.
- strong organizational skills to manage multiple tasks and maintain productivity standards.
- Detail-oriented with the ability to review documents thoroughly and ensure correct patient assignment, document type, and date accuracy.
- Strong communication skills for coordinating with internal staff, patients, and external facilities
- Ability to use independent judgment to prioritize record requests and follow-ups.
- Basic computer skills, including Microsoft Office applications, EMR navigation, and document scanning/uploading.
- Knowledge of medical terminology preferred
Nature of Work
- Performs routine and structured tasks in accordance with established medical records policies and procedures.
- Responsible for processing incoming patient documents, managing record requests, and maintaining accurate and organized medical records in the EMR.
- Work involves frequent interaction with internal staff, patients, and external providers or facilities to obtain and verify records.
- Duties require attention to detail, adherence to workflow guidelines, and consistent application of departmental standards.
- May be required to perform tasks for other team members or temporarily cover additional duties within the medical records department as needed.
- Requires discretion, professionalism, and strict adherence to confidentiality and HIPAA regulations.
- Work may involve managing competing priorities while maintaining accuracy, efficiency, and timely completion of tasks.
Working Conditions
- Performs work in a fast-paced office environment.
- Maintains a quiet and focused atmosphere to ensure accuracy and minimize errors.
- Work involves routine interactions with others in a professional and courteous manner.
- May be required to perform duties of other employees, including supervisors or managers, in their absence.
- May be required to perform duties and responsibilities not listed in this description on a temporary or long-term basis.
Job Specifications
Physical Requirements:
☒ Ability to perform repetitive tasks
☒ Ability to walk the equivalent of 1 mile per day
☒ Ability to reach above shoulder level
☒ Moderate degree of manual dexterity
☒ Ability to grip
☒ Ability to sit for long periods of time
Mental and Emotional Requirements:
☒ Ability to concentrate and maintain attention to detail
☒ Ability to work independently and follow established procedures
☒ Ability to manage multiple priorities in a structured, professional environment
☒ Ability to work in areas that may be closed or crowded
☒ Ability to cope with routine workplace stress in a professional manner
Hours of Work:
☒ Days, flexible schedule to meet department needs
☐ Evenings, flexible schedule to meet department needs
☐ Nights, flexible schedule to meet department needs
☐ Variable shifts as scheduled