Medical Records Coordinator

U

UBMD Primary Care

Medical Records Coordinator

Buffalo, NY
Full Time
Paid
  • Responsibilities

    UBMD Primary Care seeking full time Medical Records Coordinator (MRC) for its downtown outpatient clinic at the Conventus Medical Office Building, 1001 Main Street. The MRC will be responsible for ensuring that all medical records are managed, retrieved, distributed and/or delivered according to company policy and HIPAA regulations. Will gather and sort documents collected at the front desk from the previous day to verify demographic information, track and report errors, as well as ensure all signature pages are complete and scanned. Completes all tasks assigned in electronic medical records system or through the portal pertaining to medical records in a timely and efficient manner. Responds to incoming calls/voicemails and processes all incoming medical records requests in a timely manner. Assists providers with completion of paperwork including, but not limited to, patient forms, letters, medical necessity, prior auths and approvals for outside medical services.

    Qualified candidates should have a high school degree/equivalent required, as well as a minimum of 1-2 years’ experience maintaining medical records. Excellent communication, multi-tasking and attention to detail skills required. EMR experience required.

    Monday through Friday flexible hours with starting time between 7 am and 8:30 pm and end time between 3 pm and 4:30 pm. PAID PARKING.

    Pay range is $18.50/hour to $19.50/hour depending on experience. Full-time 37.5 hours/week. Any offer of employment is contingent upon successful background check and drug screen. AA/EOE

    ** JOB DESCRIPTION**

    POSITION TITLE

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    Medical Records Coordinator

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    LOCATION(S)

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    Outpatient Clinic

    REPORTS TO:

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    Health Information Supervisor

    FLSA STATUS:

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    Non-Exempt

    SALARY RANGE:

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    $18.50-$19.50

    POSITION TYPE:

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    Full/Part Time

    SUPERVISORY REQUIREMENTS:

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    N/A

    Job Summary:

    • The Medical Records Coordinator (MRC) is responsible for ensuring that all medical records are managed, retrieved, distributed and/or delivered according to company policy and HIPAA regulations.
    • Gathers and sorts all documents collected at the front desk from the previous day to verify demographic updates. Tracks and reports errors, as well as ensures all signature pages are completed and scanned.
    • Ensures that all tasks completed are compliant with company policy and HIPAA regulations.
    • Completes all tasks assigned in electronic medical records system or through the portal pertaining to medical records in a timely and efficient manner.
    • Responds to incoming calls and voicemails received on the medical records line.
    • Processes all incoming medical records requests in a timely and efficient manner.
    • Collects new patient paperwork once entered into system, then scans and distributes accordingly.
    • Retrieves, sorts, distributes and/or scans all incoming faxes and mail as needed.
    • Collects and reviews all paperwork that has been completed by the providers. Follows up on outstanding items as needed.
    • Manages home health care paperwork process.
    • Manages ‘closed’ document process to include ensuring proper identification included and scanning is completed.
    • Assists providers with completion of paperwork including, but not limited to, patient forms, letters, medical necessity, prior authorizations and approvals for outside medical services.
    • Handles patient correspondence as needed/requested for providers.
    • Ability to work required hours per week on a regular basis, except during times when paid time off is requested and approved.
    • Reviews and addresses daily tasks as assigned.
    • Complies with all OSHA regulations.
    • Adheres to HIPAA and confidentiality policies and procedures.

    Essential Functions:

    JOB DESCRIPTION – Medical Records Coordinator Page 2

    Other Functions (continued):

    • Supports credentialing process including, but not limited to, mail/scan correspondence.
    • Checks and responds to department voicemails and task queues at least twice daily.
    • Cross trains in scanning department and supports scanning/tank as needed.
    • Provides assistance with insurance verification, as needed.
    • Assists providers with setting up depositions as needed.
    • Sends home health documentation to billing department on a regular basis.
    • Retrieves checks/lock box as applicable.
    • Works closely with the Health Information Supervisor and/or PSR Coordinator to assist and/or make suggestions with developing front-end processes and workflows.
    • Reviews company email on at least a daily basis in order to receive and address notifications and/or other pertinent information in a timely manner.
    • Any other duties as requested or assigned by the Health Information Supervisor and/or other management representative. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
    • May be required to travel to other UBMD Primary Care location(s) dependent on company need.
    • Work hours may fluctuate depending on company/clinic needs.

    Qualifications:

    Education: High school degree or equivalent required. Associate’s degree preferred.

    Experience: Minimum of one (1) to two (2) years’ experience maintaining medical records preferred.

    Knowledge, Skills

    & Abilities: Multi-tasking and attention to detail skills required. Experience in various computer programs required, as well as ability and willingness to learn new programs quickly. EMR experience preferred. Excellent communication skills required.

    Working/Environment Conditions:

    • Position is in a well-lit, fast-paced, clean clinic or office environment.
    • Office noise level will be mild to moderate most times.
    • Moderate/average indoor temperatures.
    • May have exposure to occupational health hazards in a clinic setting.

    Physical Requirements:

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disability to perform the essential functions.

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    • Prolonged periods of sitting or standing at a workstation in order to perform duties on a computer.
    • While performing the duties of this job, the employee will be regularly required to sit, talk, hear and use hands and fingers to operate a computer and/or telephone keyboard.
    • Specific vision abilities required by this job include close vision requirements due to computer work.
    • Light to moderate lifting (up to 10 pounds) may be required.
    • Regular, predictable attendance is required.
    • Must possess the physical and mental abilities to perform the tasks normally associated with the essential job functions such as stationary, mobility, operating machinery, convey and exchange information.

    Equipment:

    • Manual dexterity to operate standard office machines/equipment such as computers, printers, multi-line phone, photocopier, fax system, scanner and/or calculator.

    UBMD Primary Care is an equal employment opportunity (EEO) employer. We are committed to the principles of equality in employment and opportunity for all employees without regard to race, color, citizenship status, national origin, ancestry, gender or expression whether or not such gender identity or expression differs from the employee’s physical sex as assigned at birth (including transgender status), sexual orientation, age, weight, religion, creed, physical or mental disability, predisposing genetic characteristics and information, marital status, familial status, domestic violence victim status, veteran status, military status, political affiliation or any other factor and/or status protected by law. We expect all employees to adhere to these principles of equality which apply to all aspects of the employment relationship including hiring, job selection, job assignment, compensation, corrective action, termination, access to benefits and training and other privileges of employment.

    UBMD Primary Care is a smoke-free and drug-free workplace in compliance with local, state and/or federal guidelines.

    6/20/23, rev. 6/27/25, 9/18/25