Medical Records Specialist / Coordinator in Philadelphia, Pennsylvania at Dunbar Wellness Group

Location: Philadelphia, PA
Employment Type: Full-Time | W-2
Schedule: Monday–Friday | On-Site
Department: Administration / Quality & Compliance

Dunbar Wellness Group is seeking a detail-oriented Medical Records Specialist / Coordinator to support the accuracy, organization, compliance, and maintenance of clinical records across our Intensive Behavioral Health Services (IBHS) and Outpatient Therapy (OPT) programs.

The ideal candidate will have experience with electronic health records, medical records management, and clinical documentation review within a healthcare or behavioral health environment. This position will work closely with clinical leadership, Quality Assurance, Human Resources, billing, and administrative staff to maintain complete and audit-ready records.

• Maintain and organize electronic medical and clinical records within Dunbar's EHR system.

• Conduct routine documentation reviews to identify missing, incomplete, expired, or non-compliant records.

• Review assessments, treatment plans, consents, progress notes, discharge documentation, and other required clinical records for completeness and timeliness.

• Track outstanding documentation and follow up with appropriate clinical staff.

• Assist with maintaining IBHS and OPT records in preparation for CBH, regulatory, and internal audits.

• Support HIPAA compliance and proper handling of confidential client information.

• Process medical record requests and ensure appropriate authorization and secure release of information.

• Assist with quality assurance and documentation improvement initiatives.

• Maintain organized tracking systems for documentation deficiencies and corrective actions.

• Collaborate with clinicians, supervisors, billing, and administrative leadership to resolve documentation issues.

• Perform other medical records and compliance-related duties as assigned.

• Bachelor's degree required in Health Administration, Health Information Management, Public Health, Healthcare Administration, or a related field.

• Minimum 2–3 years of medical records, health information management, or healthcare documentation experience.

• Experience conducting clinical documentation or medical record reviews.

• Experience working with an Electronic Health Record (EHR) system.

• Knowledge of HIPAA and healthcare documentation standards.

• Strong attention to detail and ability to identify documentation deficiencies.

• Strong organizational, communication, and follow-up skills.

• Proficiency with Microsoft Office, including Excel, Outlook, and Word.

• Previous experience within behavioral health or community mental health.

• Knowledge of IBHS and/or Outpatient Therapy documentation requirements.

• Experience working with Community Behavioral Health (CBH) requirements.

• Experience preparing records for audits, quality reviews, or compliance monitoring.

• Experience with ZooBook or a comparable behavioral health EHR system.

Dunbar Wellness Group offers eligible W-2 employees:

• Medical, vision, and prescription coverage

• Adult dental coverage available

• Paid vacation and sick time

• Personal days

• Paid company holidays

• Professional development opportunities

Dunbar Wellness Group is a Philadelphia-based behavioral health organization providing Intensive Behavioral Health Services (IBHS) and Outpatient Therapy (OPT). We are committed to providing high-quality, person-centered behavioral health services while maintaining strong standards for clinical documentation, compliance, accountability, and continuous improvement.

If you are highly organized, experienced in medical records, and passionate about supporting quality behavioral healthcare, we encourage you to apply.

Dunbar Wellness Group is an Equal Opportunity Employer.