Medical Records Coordinator

The Medical Records Coordinator is responsible for maintaining confidential medical records in compliance with HIPAA regulations. This role ensures accurate and timely collection, organization, and distribution of medical records for youth entering or transferring within the HealthWorks program. The Coordinator works closely with internal teams, caseworkers, and medical providers to manage records efficiently and support program continuity.

Essential Duties and Responsibilities

• Maintain confidentiality of all medical records in accordance with HIPAA.

• Request medical records from providers listed in ICARE for all new cases.

• Log and track all medical record requests and receipts in the internal HealthWorks system, including the date requested, date received, type of records, and provider information.

• Send follow-up requests two weeks after the initial request if records have not been received.

• Forward medical records for transferred youth to the appropriate county and submit consent forms for transfers to Cook County.

• Distribute ongoing medical records to assigned caseworkers; send records for children aged 0–5 to the designated Medical Case Management Agencies.

• Mail the Health Passport to the caregiver after the youth has completed the Interim process.

• Send Administrative Case Review (ACR) packets, provided by the Medical Case Management Agency, to caseworkers for youth aged 0–5.

• Provide leadership and backup coverage to the Medical Records Supervisor as needed.

• Archive medical charts according to policy guidelines.

• Respond to medical records requests promptly and professionally.

• File incoming medical documents accurately and in a timely manner.

• Assist with internal quality review processes.

• Maintain a clean and organized file room.

• Attend all required meetings and trainings.

• Perform other related duties as assigned.

• Must be able to lift up to 30 lbs.

Qualifications

To perform this role successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• High School Diploma or GED required.

• Minimum of one year of related experience in healthcare, social services, or records management preferred.

• Equivalent combinations of education and experience will be considered.

Skills and Abilities

Language Skills:

• Ability to read and understand written instructions and correspondence.

• Capable of writing simple communication and speaking effectively with internal and external stakeholders.

Mathematical Skills:

• Proficiency in basic arithmetic, including addition, subtraction, multiplication, and division.

• Ability to calculate percentages, ratios, and interpret basic graphs.

Computer Skills:

• Basic data entry and familiarity with Microsoft Excel, Word, and Outlook.

Reasoning Ability:

• Ability to follow written and verbal instructions.

• Capable of solving routine problems involving a few variables in standard situations.

Certificates, Licenses, Registrations

• Valid driver’s license.

• Valid vehicle insurance.

COMPENSATION AND BENEFITS

• Competitive Pay $16.50- $17.50 hourly

• Health, Dental, and Vision Insurance

• Disability & Life Insurance

• Paid Vacation, Sick Days, and Holidays

• Retirement Plan

• Employee Assistance Program (EAP)

• Employee Discounts on services like cell phones, restaurants, and more