Patient Records Specialist - Detail-Driven & HIPAA-Savvy

Description

Position Summary

The Patient Records Coordinator supports centralized document workflows for all Neighbor Health Center sites. The position processes medical record requests, manages and sorts high-volume incoming fax folders, and uploads and categorizes external records in the electronic medical record (EMR). This is a clerical and administrative role requiring accuracy, productivity, confidentiality, and sound judgment about when to escalate an item.

Principal Duties and Responsibilities

Medical Records Requests

• Receive, log, track, and complete incoming and outgoing medical-record requests within established time frames.
• Verify patient identifiers, authorization, request scope, and required documentation before releasing information.
• Prepare and transmit records using approved secure methods and document completion in the designated system.
• Escalate subpoenas, legal requests, sensitive records, unusual requests, and potential privacy concerns to supervisor.

Incoming Fax Processing

• Continuously monitor centralized fax folders and process a high volume of documents promptly.
• Identify the patient, sender, document purpose, and appropriate destination; sort and handle each fax according to the mail and fax procedure.
• Research incomplete, duplicate, unmatched, or misdirected faxes and resolve or escalate them without creating unnecessary chart duplication.
• Promptly escalate documents that appear urgent or time-sensitive.

External Record Uploading and Indexing

• Scan or upload external records to the correct patient chart in the EMR.
• Apply the correct document type, service date, source, and other indexing fields; confirm that all pages are present, readable, and properly oriented.
• Ensure to attach documentation to referral if applicable and route as appropriate.
• Identify and avoid duplicate records and protect against documents being filed in the wrong patient chart.

Quality, Privacy, and Team Support

• Follow HIPAA, minimum-necessary, identity-verification, retention, and secure-document-handling requirements.
• Perform routine self-audits, participate in quality checks, and immediately report suspected privacy incidents or misfiled records.
• Maintain accurate logs and productivity measures; respond courteously to status inquiries from patients, staff, and approved external parties.
• Collaborate with site teams and centralized services and provide cross-coverage for related document-processing functions as assigned.
• Participate in training and recommend workflow improvements that reduce backlogs, errors, and unnecessary handoffs.

This description covers the primary responsibilities of the role, but it isn't meant to capture everything. Duties may change over time to meet the needs of the team and the patients we serve.

Requirements

Required Skills or Abilities