Medical Records Coordinator (PCN 1578)

The Medical Records Coordinator is responsible for processing requests for patient health information in compliance with HIPAA, state laws, and agency policies, while ensuring accuracy, confidentiality, and proper documentation. This role supports clinical and administrative operations by ensuring timely access to records, promoting documentation integrity, and maintaining compliance with applicable federal and state regulations.
Essential Functions
Process and verify requests : Receive and review requests from patients, family members, healthcare providers, insurers, or other authorized parties including subpoenas; confirm legal right to access and validate authorization forms
Retrieve records : Locate and assemble medical records from electronic health record (EHR) systems, paper files, or other storage locations.
Retrieve Records : prepare responses to Freedom of Information Act (FOIA) and subpoena requests.
Ensure compliance : Apply federal and state privacy laws (HIPAA), healthcare facility policies, and applicable regulations to all releases.
Redact sensitive data : Remove information not authorized for release in accordance with HIPAA and internal guidelines.
Maintain records : Keep detailed, auditable logs of all requests, approvals, and releases; track timelines and compliance status.
Communicate with requesters : Clarify needs, provide status updates, and address questions from patients, attorneys, insurers, or providers.
Quality checks : Review outgoing records for accuracy, completeness, and compliance before release.
Billing and payment : Process invoices and collect fees for record releases per established schedules.
Secure storage : Archive released information (digital and physical) in a secure, accessible manner
Scan, upload, index, and file documents appropriately within designated systems.
Support audits, accreditation reviews, and compliance activities by retrieving and preparing records as requested.
Ensure adherence to privacy and confidentiality standards, including HIPAA requirements.
Collaborate with clinical, legal quality, and administrative teams to resolve documentation issues and to ensure compliance with regulations.
Assist with record retention, archiving, and destruction processes in accordance with organizational policy.
Provide guidance to staff on established documentation and records management procedures, as appropriate.
Perform other related duties as assigned.

Job Requirements and Qualifications

Education:
High school diploma or equivalent required
Associate’s degree in health information management or related field preferred

Training Requirements (licenses, programs, or certificates):
Certification such as Registered Health Information Technician (RHIT) or Certified Electronic Health Records Specialist (CEHRS) preferred

Experience Requirements:
Minimum of 1–3 years of experience in medical records, health information management, or a related administrative role
Experience in behavioral health or public health settings preferred
Experience working with electronic health record (EHR) systems preferred

Job Specific Competencies/Skills:
Knowledge of medical records management principles and practices
Understanding of and ability to comply with privacy laws and regulations, including HIPAA
Strong attention to detail and accuracy
Ability to manage multiple tasks and prioritize effectively
Strong organizational and time management skills
Effective communication and interpersonal skills
Proficiency in Microsoft Office and data entry systems

Oakland Community Health Network’s Core Competencies:
Interacting with others in a way that gives them confidence in one’s intentions and those of the organization; demonstrating loyalty to the organization and its mission and values; maintaining social, ethical, and organizational norms; firmly adhering to codes of conduct and ethical principles. (Integrity/Building Trust)
Making customers and their needs a primary focus of one’s actions; developing and sustaining productive customer relationships, recognizing that the ultimate customer is the person served. (Customer Focus)
Actively identifying new areas for learning; regularly creating and taking advantage of learning opportunities; using newly gained knowledge and skill on the job and learning through their application. (Continuous Learning)
Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence in addition to consciously adopting organizational standards of excellence. (Work Standards)
Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message. (Communication)

Additional Information
(Travel required, physical requirements, schedules, etc.):
Must have available means of transportation as this role may require local travel between OCHN sites for meetings or operational needs.
Must be available for meetings and events which may occur outside of standard office hours.
Work performed primarily in an office environment.
May require walking between departments or working from various locations.
Prolonged periods of sitting and working at a computer.
Occasional lifting of files or materials up to 15–20 pounds.
The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation.

OCHN is committed to building a diverse team and fostering an inclusive and equitable culture. We are proud to be an equal opportunity employer that embraces and encourages our employees’ differences. This includes (but is not limited to) ability, age, color, family type, gender expression and identity, individual expression, medical conditions, national origin, pregnancy, race, religion, sexual orientation, veteran status, and all other diverse and wonderful characteristics.