Medical Records Coordinator Job Description [Updated for 2025]

In the healthcare sector, the importance of medical records coordinators has never been more significant.

With each advancement in medical technology, the demand for meticulous individuals who can maintain, manage, and protect our healthcare data grows.

But let’s delve deeper: What’s truly expected from a medical records coordinator?

Whether you are:

• A job seeker wanting to understand the core of this role,
• A hiring manager aiming to design the perfect job profile,
• Or simply curious about the behind-the-scenes work of medical records coordination,

You’ve come to the right place.

Today, we present a customizable medical records coordinator job description template, designed for seamless posting on job boards or career sites.

Let’s dive right into it.

Medical Records Coordinator Duties and Responsibilities

Medical Records Coordinators are responsible for managing and maintaining patient records in a healthcare setting.

They ensure that these records are accurate, accessible, and protected in compliance with legal and ethical requirements.

The duties and responsibilities of a Medical Records Coordinator include:

• Maintaining and updating patient records, which include medical histories, treatments, and diagnoses
• Ensuring the confidentiality and security of all patient information
• Processing requests for patient records from authorized individuals in accordance with HIPAA laws and regulations
• Working closely with healthcare professionals to ensure all required information is collected and recorded accurately
• Performing regular audits of medical records to ensure they meet quality standards and regulatory requirements
• Using medical software to track patient information and generate reports
• Resolving discrepancies in patient records and ensuring that errors are corrected
• Training staff on records management procedures and policies
• Participating in the development and implementation of record management policies and procedures
• Communicating with patients to clarify information or to obtain missing details

 

Medical Records Coordinator Job Description Template

Job Brief

We are seeking a detail-oriented, organized Medical Records Coordinator to join our healthcare team.

The Medical Records Coordinator will be responsible for managing all aspects of our patients’ medical records including its organization, security, and accuracy.

Key responsibilities include receiving and processing requests for patient health information, maintaining and updating electronic and hard copy records, and ensuring all documents comply with legal and ethical requirements.

Candidates with a strong understanding of medical terminology and regulations regarding medical records are preferred.

 

Responsibilities

• Obtain, process, and manage patients’ health information
• Ensure records are complete, accurate, and up to date
• Comply with HIPAA laws and regulations regarding patient records
• Maintain electronic health records systems
• Process requests for medical records from patients, doctors, and insurance companies
• Utilize appropriate coding systems to classify patient information for insurance reimbursement purposes
• Collaborate with medical and administrative staff to ensure timely and accurate record updates
• Train staff in records management and coding procedures and standards

 

Qualifications

• Proven experience as a Medical Records Coordinator or similar role in a healthcare setting
• Knowledge of medical terminology and coding systems
• Experience with electronic health records (EHR) systems
• Strong organizational and data management skills
• Attention to detail and accuracy
• Understanding of HIPAA laws and regulations
• Ability to maintain confidentiality of sensitive information
• Associate’s degree or certification in Health Information Management or related field

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Medical Records Coordinator
• Work Environment: Clinical office setting
• Reporting Structure: Reports to the Medical Records Manager
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $35,000 minimum to $55,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Medical Records Coordinator Do?

Medical Records Coordinators are vital members of the healthcare team and are primarily responsible for managing patient health information.

They work in various healthcare settings such as hospitals, clinics, nursing homes, and health departments.

Their primary task is to maintain and ensure the accuracy, privacy, and security of a vast number of patient records.

This involves organizing, managing, and coding healthcare data, which includes diagnoses, treatments, health outcomes, and other clinically relevant information.

They may also be responsible for implementing Electronic Health Record (EHR) systems, training staff on its use, and ensuring the system is used in compliance with laws and regulations.

Medical Records Coordinators work with healthcare providers, administrators, patients, and insurance companies.

They facilitate effective communication and information exchange amongst all these stakeholders.

In addition to these, they may also assist in audits, quality improvement initiatives, and research endeavors by providing relevant health information data.

Their role is crucial in maintaining the continuum of patient care, supporting medical and administrative decision-making, and ensuring regulatory compliance in healthcare settings.

 

Medical Records Coordinator Qualifications and Skills

A Medical Records Coordinator should have a set of specialized skills and qualifications to effectively manage and organize health information data, including:

• Medical terminology knowledge to understand and properly classify medical records and documents.
• Attention to detail and organizational skills for maintaining accurate and comprehensive patient records.
• Computer skills to use and navigate electronic health records systems, databases, and relevant software.
• Communication skills to interface with medical professionals, administrators, and patients, and to clearly explain complex information.
• Understanding of healthcare privacy laws and regulations to ensure patient confidentiality and compliance with data management policies.
• Problem-solving abilities to identify and correct inaccuracies in medical records, and to handle challenges related to data management.
• Time management skills to manage multiple tasks and deadlines efficiently.
• Knowledge and understanding of medical coding and billing procedures.

 

Medical Records Coordinator Experience Requirements

Medical Records Coordinators typically need to have a minimum of 1 to 2 years of experience in a health information management role or a similar role within a healthcare setting.

This often includes internships, part-time roles or full-time positions in medical offices, hospitals or clinics.

In these roles, they may gain practical experience with electronic health record systems, document management, data entry, and data analysis.

They also develop a thorough understanding of medical terminology, health information regulations, and patient privacy laws.

Candidates with 3 to 5 years of experience often have more responsibility, such as overseeing data accuracy, managing a team of medical records clerks, and liaising with healthcare professionals to ensure the completeness of medical records.

Individuals with more than 5 years of experience may be suited for leadership roles, such as a Health Information Manager or Director of Medical Records, where they can leverage their comprehensive knowledge and experience in managing an entire health information department.

 

Medical Records Coordinator Education and Training Requirements

A Medical Records Coordinator typically needs a high school diploma or equivalent as the minimum educational requirement.

However, many employers prefer candidates who have an associate’s or bachelor’s degree in health information management, health informatics, or a related field.

Coursework usually includes medical terminology, anatomy and physiology, health data requirements and standards, classification and coding systems, healthcare reimbursement methods, healthcare statistics, and computer systems.

In addition to formal education, Medical Records Coordinators should have strong knowledge of medical coding systems like ICD-10, CPT, and HCPCS, as well as experience with electronic health record (EHR) systems.

Certification, while not always required, can provide a competitive edge.

The American Health Information Management Association (AHIMA) offers the Registered Health Information Technician (RHIT) and the Certified Tumor Registrar (CTR) credentials, which are often preferred by employers.

Medical Records Coordinators should also have excellent attention to detail, strong organizational skills, and the ability to maintain confidentiality.

Ongoing training and education are important in this role due to the ever-changing landscape of healthcare regulations and technologies.

 

Medical Records Coordinator Salary Expectations

A Medical Records Coordinator earns an average salary of $38,040 (USD) per year.

The actual salary can vary depending on factors such as level of experience, certifications, geographical location, and the hiring organization.

 

Medical Records Coordinator Job Description FAQs

What skills does a Medical Records Coordinator need?

Medical Records Coordinators should have excellent organizational and analytical skills as they are responsible for managing and evaluating medical records.

They should be detail-oriented to ensure accuracy in records and possess strong communication skills to liaise with healthcare professionals.

In addition, they should have a strong understanding of medical terminology, coding, and healthcare regulations.

 

What is the educational requirement for a Medical Records Coordinator?

Medical Records Coordinators typically need to have a high school diploma or equivalent, although some employers may prefer an associate’s or bachelor’s degree in health information technology or a related field.

They should also have knowledge of medical billing and coding, either through coursework or through a certification program.

 

What should you look for in a Medical Records Coordinator resume?

When reviewing a Medical Records Coordinator resume, look for experience in healthcare settings and knowledge of health information systems.

They should have a solid understanding of medical terminology, privacy laws, and data management.

Familiarity with specific medical software may also be a requirement depending on your organization’s needs.

 

What qualities make a good Medical Records Coordinator?

A good Medical Records Coordinator is meticulous and highly organized, ensuring all medical records are properly sorted and maintained.

They are highly ethical, understanding the importance of confidentiality in handling patient records.

They also have good communication skills, enabling them to interact efficiently with physicians, nurses, and other healthcare professionals.

 

What are the daily duties of a Medical Records Coordinator?

On a typical day, a Medical Records Coordinator may review and verify patient records for accuracy, completeness, and compliance with regulations.

They ensure all records are properly stored and safeguarded.

They may also respond to requests for patient information, ensuring all data sharing complies with legal requirements.

In addition, they could also be involved in auditing patient records and managing data from clinical trials or research.

 

Conclusion

And there we have it.

Today, we have unraveled the intricacies of what it truly means to be a Medical Records Coordinator.

Surprise!

It’s not all about filing and organizing records.

It’s about orchestrating the rhythm of healthcare, one medical record at a time.

With our comprehensive Medical Records Coordinator job description template and actual job illustrations, you are well-prepared to take the next step.

However, why limit yourself there?

Delve deeper with our job description generator. It’s your ultimate guide to crafting precise job listings or honing your resume to an impressive state.

Remember:

Every medical record is a piece of the bigger healthcare puzzle.

Let’s build a healthier future. Together.

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