POSITION SUMMARY:

The Medical Chart Preparation Coordinator is responsible for obtaining and reviewing clinical documentation and physician referral information to ensure that all necessary clinical notes and diagnostic reports are available before scheduled patient appointments. They maintain medical records in compliance with ethical, legal, and regulatory standards of the healthcare system.

CORE ESSENTIAL RESPONSIBILITIES:

• Prepare medical charts for all scheduled appointments in an accurate and timely manner, ensuring completeness and readiness.
• Coordinate and track pathology sent to outside facilities, ensuring timely receipt of results for provider review.
• Scan and attach relevant documents to the patient’s electronic medical record, maintaining up-to-date and organized records.
• Organize and sort patient information to ensure efficient access and compliance with record-keeping standards.
• Respond to requests for medical records promptly and accurately, ensuring timely delivery of information.
• Order, prepare, and generate necessary medical records for patient appointments, ensuring completeness and accuracy.
• Receive and review incoming correspondence, forwarding it to appropriate staff for timely action.
• Perform daily data entry of patient information, appointment details, special instructions, and jurisdiction data into the system.
• Gather necessary information from physicians, nurse practitioners, and other healthcare staff to complete and process patient referrals.
• Perform other administrative and record-keeping duties as assigned to support clinic operations and ensure efficient handling of patient information and medical records.

REQUIRED EDUCATION & EXPERIENCE:

• High school diploma or equivalent required.
• One to two years of experience in a healthcare or medical office setting preferred.
• Experience with electronic medical records (EMR) systems, such as Epic, is strongly preferred.
• Prior experience in medical records, chart preparation, or administrative healthcare setting preferred.

REQUIRED CERTIFICATES, LICENSE OR REGISTRATION:

• None

REQUIRED KNOWLEDGE, SKILLS OR ABILITIES:

• Understanding of medical terminology, clinical documentation, and healthcare record-keeping practices.
• Familiarity with HIPAA regulations and patient confidentiality standards.
• Proficiency in using electronic health record (EHR) systems and basic office software.