Medical Records Compliance Coordinator

Skilled Wound Care is seeking a detail-oriented and motivated Records Compliance Coordinator to support the accurate management, protection, and delivery of medical and employee records. This role is ideal for an individual who is eager to learn, highly organized, and committed to maintaining compliance in a fast-paced healthcare environment. The Records Compliance Coordinator plays a vital role in ensuring regulatory standards are met while contributing to efficient operations and high-quality service. About the Role The Records Management Specialist is responsible for the accurate processing, maintenance, and protection of employee and organizational records. This role ensures compliance with internal policies, regulatory requirements, and confidentiality standards while supporting Human Resources operations through efficient document management and recordkeeping practices.

As a Records Compliance Coordinator your essential duties & responsibilities include, but are not limited to:

EHR Note Upload Management

● Ensure accurate and timely daily uploads of SWC surgical notes into multiple EHR systems.

● Track and maintain detailed logs of all records uploaded.

● Monitor and follow up on PCC integration automated uploads when applicable.

● Maintain a historical log of upload-related issues, including issue type, follow-up actions, and resolution dates, for both manual and automated uploads.

● Identify and report significant issues, trends, or system concerns promptly to the appropriate team members.

Facility Medical Records Requests

● Vet incoming calls and requests to confirm legitimacy of requested PHI and identify potential phishing or unauthorized requests.

● Redirect requests appropriately to billing, accounting, or other departments when applicable.

● Retrieve and securely transmit medical records requested by contracted or managed care facilities in compliance with HIPAA requirements.

● Log and track all medical records-related calls, emails, and correspondence. Client Support & Customer Service

● Field incoming calls and place outbound calls to service clients as needed.

● Ensure overall client satisfaction by delivering responsive customer service and escalating quality concerns to the appropriate manager.

● Assist clients with technical or logistical questions related to medical records access, delivery, or portals.

● Resolve customer concerns when possible and document actions taken.

● Ensure clients receive medical notes through the appropriate delivery method (EHR upload, portal, fax, or email).

● Conduct facility outreach calls to confirm receipt of records, address concerns, and document feedback or positive encounters.

Qualifications and Skills:

● High school diploma or equivalent required; associate degree or higher preferred.

● Previous experience in medical records, healthcare administration, EHR operations, or records management preferred.

● Strong understanding of HIPAA and confidentiality requirements.

● Excellent organizational skills with strong attention to detail.

● Ability to manage multiple priorities in a fast-paced environment.

● Strong written and verbal communication skills.

● Proficiency with EHR systems, document management tools, and Microsoft Office (Excel preferred for tracking).

Compensation and Benefits

● Salary: $18-24 per hour depending on experience

● Health Benefits: Comprehensive Health, Dental, Vision Insurance.

● Retirement: Generous 401(k) plan with 4% company matching to help you build your future.

● Paid Time Off: Enjoy generous paid time off to recharge and celebrate your wins.

Skilled Wound Care will ask all candidates to perform pre-employment confidential DiSC testing and appropriate relevant skills testing prior to hiring.

Skilled Wound Care is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability or genetic information.

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