Medical Records Coordinator

Job Title: Medical Records Coordinator
Location: Grass Valley, CA
Department: Clinical Operations
Reports To: Practice Manager

Position Summary:
The Medical Records Coordinator is responsible for managing, organizing, and maintaining all patient medical records and related documentation to ensure accuracy, compliance, and timely processing. This role also supports communication between patients, providers, and external partners while maintaining confidentiality and efficiency in a fast-paced clinical environment.

Key Responsibilities:

• Manage and complete all assigned medical records tasks daily.

• Oversee the fax inbox and outbox, ensuring all documents are routed to the correct location.

• Monitor and complete all “Jellybean” inbox tasks daily.

• Answer and manage incoming phone calls related to medical records, referrals, and scheduling coverage as needed.

• Scan and upload all records into the electronic database, ensuring accurate documentation.

• Reconcile all daily labs, diagnostic imaging (DI), and outside encounters (OE) from Dignity-SNMH and Quest Laboratory.

• Notify patients regarding referral statuses, diagnostic test completion, and other record-related updates.

• Handle outgoing mail twice daily (before 10:30 a.m. and 4:30 p.m.).

• Coordinate the copying and transferring of records with approved copy services.

• Distribute and collect provider folders daily (including mail, reports, and related documentation).

• Assist patients with record pick-ups and related requests.

• Verify that all forms completed by providers are properly coded and finalized before release to patients.

• Post payments related to medical record requests.

• Organize and mail patient reminder cards.

• Process peer-to-peer (P2P) requests daily.

• Provide coverage and support for other Medical Records and Referral Coordinators as needed.

• Perform other duties as assigned by the Practice Manager or physicians.

Qualifications:

• High school diploma or equivalent required; additional medical office training or certification preferred.

• Minimum 1–2 years of experience in a medical records or healthcare administrative role.

• Strong organizational skills and attention to detail.

• Proficiency with EMR/EHR systems, fax management, and Microsoft Office Suite.

• Excellent communication and customer service skills.