Position Title:                     Medical Records Coordinator

Salary:                                DOE

Status/Hours:                      Full Time, Non-Exempt

Reports to:                          Director of Operations

ABOUT THIS POSITION

The Wallace Medical Records Coordinator plays a vital role in making certain that patient data is being compile, updated, and organized accurately in compliance with state and federal laws and regulations. It is the duty of the Medical Records Coordinator to make medical and dental information accessible as quickly as possible to Wallace’s clinical and non-clinical support staff while preserving each patient’s privacy.

ABOUT THE WALLACE MEDICAL CONCERN

Wallace’s mission statement: “We provide an open door to exceptional health services and connections that support individuals and their families in healthy living.”

Wallace is a Federally Qualified Health Center (FQHC) that is making a visible difference in improving the health outcomes of our community. As a rapidly growing patient-centered primary care home, we’re committed to offering high quality programs based on the most promising and progressive best practices. We’re deeply rooted in our dynamic, vibrant, multi-cultural--and under served--community. We believe that health care extends beyond the exam room, and focus on serving the whole person with support and resources that engage them fully in creating good health.

JOIN THE WALLACE TEAM

The Wallace staff is our greatest asset in providing essential, high-quality health services to the greater Portland area.  And as the community we support grows, our team grows with it.  We offer an exceptional workplace the values individual contributions, cultural diversity, and ongoing learning. 

When you join our team, you will…

…Bring good health to overlooked and under served individuals and families in our community

…Collaborate with dedicated staff and volunteers an open, cooperative and respectful environment

JOB DUTIES AND RESPONSIBILITIES

Medical Records Coordination

• Medical and dental records processing, scanning, and coalescing

• Request and import records received by outside sources

• Responsible for the receipt and dissemination of incoming faxed information (both patient and non-patient information) to the appropriate Wallace department/personnel, using Wallace’s fax interface system

• Quickly and efficiently process incoming and outgoing Releases of Information, adhering to HIPAA rules and regulations

• Custodial management of paper records, including off-site records storage and scheduled document review and destruction per an established records-management schedule

• Performs a variety of duties to store, maintain and protect the integrity and security of the Wallace electronic health record (EHR) system

• Ensures that all patient documents are in order and compliant according to HIPAA guidelines for scanning and indexing

• Maintain quality and accurate records by following clinic procedures

• Maintain accurate documentation of processes

Wallace Team Member

• Assist with the creation/revision of patient forms as needed
• Assist with routine updating of medical records procedures as needed
• Maintain strict patient confidentiality
• Provide assistance to all medical personnel as required
• Maintain positive working relationship with all staff in all departments
• Provide medical reception support as needed
• Perform other duties as assigned
• Participate in Continuous Quality Improvement activities according to organizational goals
• Comply with all applicable laws and fully cooperate with the Wallace compliance program

QUALIFICATIONS, SKILLS AND ABILITIES

Required

• High School Diploma or GED required
• At least one year in a medical records coordinator position
• HIPAA certification, or previously certification with the expectation of recertification within first week of hire
• Strong knowledge of medical records practices, policies and procedures including state and federal laws and regulations
• Attention to detail
• Ability to maintain strict confidentiality
• Proven track record of excellent customer service
• Excellent organizational skills and ability to prioritize the work independently
• Strong computer skills, including the Microsoft Office Suite and Office 365
• Excellent interpersonal skills, commitment to teamwork and ability to work with people of diverse ethnic, social, economic, and cultural backgrounds

Preferred

• Experience with OCHIN Epic electronic health record (EHR) system

• Experience assisting clients with multiple barriers including poverty, language, mental illness or housing

• Bilingual proficiency in Spanish

WORKING CONDITIONS

• Duties are performed primarily in a clinic environment 
• Some evening or weekend hours may be required 
• Ability to work in a fast-paced environment
• Daily exposure to communicable disease

PHYSICAL REQUIREMENTS

This position requires the ability to sit, stand, lift/carry up to 30 pounds, walk, read fine print, and communicate in person, in writing, by telephone and electronically.

TO APPLY

Please send resume and cover letter addressing why you are an excellent candidate for this position. Please note applications without cover letters will not be considered. This position will be open until filled.

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At Wallace we believe in the power of communities to transform their health. We embrace diversity and inclusion in a serious way because we know that it makes us stronger. We’re committed to building a team that represents a variety of backgrounds, perspectives, and skills. As an equal opportunity employer, we stay true to our mission by ensuring that we are all "together in health.”