Medical Records Coordinator - Concierge Medicine
Medical Records Coordinator (MRC)
Reports To: The MRC will report to the Health Information Assistant Supervisor.
Job Overview: The Medical Records Coordinator is a proactive, service‑oriented operations professional who owns the end‑to‑end lifecycle of records collection, quality, and routing to enable “the right care, at the right time, from the right team.” This role requires a flexible and growth-oriented mindset, with the ability to adapt to evolving workflows, anticipate needs, and solve problems before they arise. The ideal candidate is committed to fulfilling responsibilities in a way that supports both departmental goals and broader organizational objectives. This is a non-patient-facing role and does not coordinate appointments.
Responsibilities and Duties:
• Comply with all HIPAA requirements and maintain patient privacy at all times.
• Process and maintain complete and accurate patient records within the EHR (Elation), including correct labeling, filing, and attention to detail to avoid duplicates.
• Support new patient onboarding by managing requests, collection, and filing of medical records from previous providers (sending releases; communicating with external offices via phone, email, fax, and clinical portals as applicable).
• Collect records related to outside appointments and referrals initiated by the clinical team.
• Track all outstanding medical records in Salesforce with detailed, timely status updates; follow the expected follow-up cadence and escalate items to supervisors or clinical teams with clear context and recommendations as needed.
• Carry out workflows for processing incoming faxes across all offices within Salesforce, leveraging automation and AI where applicable to improve efficiency and accuracy.
• Organize and forward medical records to clinical teams promptly to ensure loop closure on clinical information; partner closely with PCAs and clinicians to prevent delays.
• Use established dashboards, work queues, and metrics to manage daily work and to signal when additional support or process changes may be needed
• Participate in recurring audits and quality checks of charts and workflows; identify trends, error patterns, and bottlenecks and share these insights with leadership to inform data‑driven improvements and staffing decisions.
• Demonstrate a growth mindset, including openness to human + automated workforce, by actively seeking and embracing opportunities to learn, adapt, and support evolving department and organizational needs.
• Deliver hospitality‑level service to internal and external partners: communicate with warmth, respect, reliability, and represent Private Medical’s standards in all interactions
• Take ownership of other assigned responsibilities and projects, demonstrating flexibility, initiative, and commitment to team success.
Qualifications:
• Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree or coursework in healthcare a plus
• Experience: 3+ years in healthcare (medical records, medical assistant, care coordination, or similar), with demonstrated responsibility for information management, coordination across teams, or workflow execution.
• Service and hospitality: Consistently gracious, anticipatory, and reliable; treats internal and external teams as valued partners; resolves issues with empathy and follow‑through; models Private Medical’s service standards in a non‑patient‑facing role.
• Independence and teamwork: Works effectively with minimal supervision in a remote environment while actively participating in shared queues, coverage models, and cross‑site workflows; steps in to support teammates to maintain reliable coverage across business hours.
• Communication: Excellent written and verbal communication; provides clear, concise status updates and escalation notes; maintains a confident, courteous phone and email presence with external offices; contributes constructively in team huddles and feedback discussions.
• Judgment and problem solving: Makes thoughtful decisions with incomplete information; balances speed with accuracy; recognizes patterns that may affect safety, quality, or member experience and escalates early with context and options.
• Organization and detail: Strong prioritization and multi‑tasking without sacrificing quality; consistently applies documentation and naming standards; manages individual work in a way that supports shared visibility, continuity, and handoffs across time zones.
• Technical proficiency: Comfortable in a paperless environment; adept with Elation or similar EHRs, Salesforce/CMR workflows, clinical portals, and fax tools; quick learner with a willingness to adopt and help optimize new tools, automations, and reporting views.
• Growth and improvement mindset: Open to feedback, embraces continuous learning, and uses data and feedback to improve personal performance and team systems; participates in pilots and change initiatives and helps translate changes into daily practice.
Schedule
• Location: Remote
• Hours: Monday–Friday, with reliable availability during core business hours across EST/PST time zones.
Apply tot his job
Apply To this Job
Reports To: The MRC will report to the Health Information Assistant Supervisor.
Job Overview: The Medical Records Coordinator is a proactive, service‑oriented operations professional who owns the end‑to‑end lifecycle of records collection, quality, and routing to enable “the right care, at the right time, from the right team.” This role requires a flexible and growth-oriented mindset, with the ability to adapt to evolving workflows, anticipate needs, and solve problems before they arise. The ideal candidate is committed to fulfilling responsibilities in a way that supports both departmental goals and broader organizational objectives. This is a non-patient-facing role and does not coordinate appointments.
Responsibilities and Duties:
• Comply with all HIPAA requirements and maintain patient privacy at all times.
• Process and maintain complete and accurate patient records within the EHR (Elation), including correct labeling, filing, and attention to detail to avoid duplicates.
• Support new patient onboarding by managing requests, collection, and filing of medical records from previous providers (sending releases; communicating with external offices via phone, email, fax, and clinical portals as applicable).
• Collect records related to outside appointments and referrals initiated by the clinical team.
• Track all outstanding medical records in Salesforce with detailed, timely status updates; follow the expected follow-up cadence and escalate items to supervisors or clinical teams with clear context and recommendations as needed.
• Carry out workflows for processing incoming faxes across all offices within Salesforce, leveraging automation and AI where applicable to improve efficiency and accuracy.
• Organize and forward medical records to clinical teams promptly to ensure loop closure on clinical information; partner closely with PCAs and clinicians to prevent delays.
• Use established dashboards, work queues, and metrics to manage daily work and to signal when additional support or process changes may be needed
• Participate in recurring audits and quality checks of charts and workflows; identify trends, error patterns, and bottlenecks and share these insights with leadership to inform data‑driven improvements and staffing decisions.
• Demonstrate a growth mindset, including openness to human + automated workforce, by actively seeking and embracing opportunities to learn, adapt, and support evolving department and organizational needs.
• Deliver hospitality‑level service to internal and external partners: communicate with warmth, respect, reliability, and represent Private Medical’s standards in all interactions
• Take ownership of other assigned responsibilities and projects, demonstrating flexibility, initiative, and commitment to team success.
Qualifications:
• Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree or coursework in healthcare a plus
• Experience: 3+ years in healthcare (medical records, medical assistant, care coordination, or similar), with demonstrated responsibility for information management, coordination across teams, or workflow execution.
• Service and hospitality: Consistently gracious, anticipatory, and reliable; treats internal and external teams as valued partners; resolves issues with empathy and follow‑through; models Private Medical’s service standards in a non‑patient‑facing role.
• Independence and teamwork: Works effectively with minimal supervision in a remote environment while actively participating in shared queues, coverage models, and cross‑site workflows; steps in to support teammates to maintain reliable coverage across business hours.
• Communication: Excellent written and verbal communication; provides clear, concise status updates and escalation notes; maintains a confident, courteous phone and email presence with external offices; contributes constructively in team huddles and feedback discussions.
• Judgment and problem solving: Makes thoughtful decisions with incomplete information; balances speed with accuracy; recognizes patterns that may affect safety, quality, or member experience and escalates early with context and options.
• Organization and detail: Strong prioritization and multi‑tasking without sacrificing quality; consistently applies documentation and naming standards; manages individual work in a way that supports shared visibility, continuity, and handoffs across time zones.
• Technical proficiency: Comfortable in a paperless environment; adept with Elation or similar EHRs, Salesforce/CMR workflows, clinical portals, and fax tools; quick learner with a willingness to adopt and help optimize new tools, automations, and reporting views.
• Growth and improvement mindset: Open to feedback, embraces continuous learning, and uses data and feedback to improve personal performance and team systems; participates in pilots and change initiatives and helps translate changes into daily practice.
Schedule
• Location: Remote
• Hours: Monday–Friday, with reliable availability during core business hours across EST/PST time zones.
Apply tot his job
Apply To this Job