Medical Records Coordinator

Founded over 80 years ago, the Wheaton Eye Clinic is a nationally recognized multi‑subspecialty ophthalmology practice that spans the western suburbs of Chicago and is the largest independent ophthalmology clinic in the Midwest. We pride ourselves on serving the community both as a caring eye care provider and as a reputable employer. Our offices are located in Wheaton, Naperville, Hinsdale, Saint Charles, Bartlett, and Plainfield and an ophthalmology‑specific ambulatory surgery center at the main office in Wheaton.

We have both Ophthalmologists and Optometrists in every ophthalmic subspecialty are highly respected in the region and have superb relationships with referring colleagues and health systems. Patients travel to Wheaton Eye Clinic from throughout Northern Illinois, as well as from across the United States. Our referring physicians locally, across the United States, and from many international countries, send their patients to Wheaton Eye Clinic because of its unwavering reputation for exceptional patient care.

More than 170,000 patient visits occur each year. Our mission at Wheaton Eye Clinic is to provide comprehensive eye care services of the highest quality and value. This dedication to excellence is founded on how we strive to surpass each patient’s expectations in the delivery of competent, timely, and compassionate eye care.

As Medical Records Coordinator the incumbent will effectively oversee the day‑to‑day operation of the Medical Records department and staff and will be accountable to ensure all requests for medical records are handled in a timely, accurate, secure and confidential manner.

As Administrative Support, the Coordinator assists the Chief Operating Officer (COO) with administrative duties and special projects as assigned, including coordination of employee events and other clinic‑related administrative functions.

THIS ROLE IS NOT REMOTE - FULL TIME IN THE WHEATON OFFICE.

• Ensure department organization and maintenance of medical records.
• Promote quality and patient safety and ensure staff is in compliance.
• Ensure only authorized individuals have access to patient medical information and all releases of information are in compliance with the request authorization, company policy and HIPAA regulations.
• Make certain that quality services are provided at all times by the Medical Records staff.
• Train staff on medical record responsibilities.
• Ensure the department is in compliance with all HIPAA and Wheaton Eye policies and procedures.
• Answer staff questions and assist in problem resolution regarding medical record activities.
• Follow up on any department concerns under the direction of the Revenue Cycle manager and assist with solutions for a full resolution of issues.
• Answer calls from clinical staff pertaining to medical records.
• Complete, mail, fax, and scan medical records as assigned.
• Explain the law and our privacy policy to the patients as needed.
• Maintain appropriate documentation to access medical records.
• Accurately scan patient medical records into appropriate location.
• Respond to requests for information from files according to established policies and procedures.
• Research, review and copy medical records for subpoenas.
• Operate computer to retrieve data and file signed correspondence and reports.
• Perform the daily responsibilities of the Medical Records Clerk when necessary.
• Complete other assignments as necessary.

• Coordinate and perform level complex and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.
• Provide administrative support to both President and Administrator.
• Provide administrative support for special projects and employee events.
• Arrange and schedule meetings.
• Order office supplies and monitor inventory.
• Coordinate special events.
• Co‑ordinate and prepare for Shareholders Meetings held approximately every other month.
• Notary responsibilities.
• Follows HIPAA guidelines for patient privacy.
• Perform other related duties as assigned under guidance of the COO and /or President.
• Must meet attendance requirements as outlined in the current…