[Hiring] Medical Records Coordinator @The Helper Bees

Role Description

The Medical Records Coordinator supports the Dimensions team by performing key steps in the medical records workflow, such as:

• Initiating calls
• Conducting follow-ups
• Preparing records for submission, depending on team assignment

This role contributes to the timely, accurate, and compliant handling of patient information, verifies required authorizations when applicable, and provides clear updates to internal and external stakeholders while maintaining strict adherence to HIPAA and company policies.

Qualifications

• High school diploma or equivalent preferred
• Prior experience in healthcare administration, insurance operations, medical records management, or a related field preferred
• Experience handling medical record requests or communicating with healthcare facilities is highly preferred

Requirements

• None
• Make outbound calls and faxes to request and retrieve medical records from hospitals, physician offices, clinics, and other healthcare facilities
• Verify patient authorization forms and ensure compliance when speaking with care providers from facilities
• Maintain accurate logs of record requests, follow-ups, and received documents
• Communicate with medical staff, records departments, and clients regarding record status
• Scan, upload, organize, and securely transmit medical records using electronic systems
• Confirm status of records and documentation requests
• Request authorizations needed for facilities to submit requests
• Update database with the status of the requests
• Notify when requests need to be refaxed to facilities

Performance Metrics

• Productivity & Throughput: Consistently meets or exceeds daily call targets (e.g., 30–35 calls per day) and record retrieval volume expectations while maintaining quality standards.
• Accuracy of Documentation: Accurate updates and tracking of request statuses within the Dimensions database and internal systems.
• Turnaround Time: Achieves defined turnaround-time goals for initiating requests, following up, and delivering complete records to clients.

Required Skills/Abilities

• Ability to manage a high volume of communication across phone, email, fax, and portals while staying organized.
• Excellent written and verbal communication skills with a professional, courteous, and assertive demeanor.
• Strong organizational skills with excellent attention to detail, including accurate note-taking and documentation.
• Ability to problem-solve and navigate complex or slow responses from healthcare facilities while maintaining a customer-service mindset.
• Ability to prioritize multiple requests and tasks in a fast-paced, metrics-driven environment.
• Ability to work both independently and collaboratively as part of a team.
• Ability to work independently in a remote environment.
• Basic comfort with using electronic health portals, document management tools, and standard office software (e.g., email, spreadsheets, and shared drives).
• Must be 18 years of age or older.

Physical Requirements

• Ability to remain at your designated workstation for the duration of the workday.
• Constantly operates a computer and other office productivity machinery, such as a phone and Voice over Internet Protocol (VoIP).
• The ability to communicate information and ideas so others will understand.
• The ability to observe details at close range (typically on a computer screen).

Benefits

• This position offers the flexibility of remote work at approved locations within the United States.
• Candidates must have a reliable internet connection and a designated work environment conducive to professional phone calls and sensitive data.
• Enjoy the convenience and comfort of working remotely while contributing to our team's success.