Medical Records Coordinator - Concierge Medicine

Medical Records Coordinator (MRC)

Reports To: The MRC will report to the Health Information Assistant Supervisor.

Job Overview: The Medical Records Coordinator is a proactive, service‑oriented operations professional who owns the end‑to‑end lifecycle of records collection, quality, and routing to enable “the right care, at the right time, from the right team.” This role requires a flexible and growth-oriented mindset, with the ability to adapt to evolving workflows, anticipate needs, and solve problems before they arise. The ideal candidate is committed to fulfilling responsibilities in a way that supports both departmental goals and broader organizational objectives. This is a non-patient-facing role and does not coordinate appointments. 

Responsibilities and Duties: 

Comply with all HIPAA requirements and maintain patient privacy at all times.

Process and maintain complete and accurate patient records within the EHR (Elation), including correct labeling, filing, and attention to detail to avoid duplicates. 

Support new patient onboarding by managing requests, collection, and filing of medical records from previous providers (sending releases; communicating with external offices via phone, email, fax, and clinical portals as applicable).

Collect records related to outside appointments and referrals initiated by the clinical team.

Track all outstanding medical records in Salesforce with detailed, timely status updates; follow the expected follow-up cadence and escalate items to supervisors or clinical teams with clear context and recommendations as needed.

Carry out workflows for processing incoming faxes across all offices within Salesforce, leveraging automation and AI where applicable to improve efficiency and accuracy.

Organize and forward medical records to clinical teams promptly to ensure loop closure on clinical information; partner closely with PCAs and clinicians to prevent delays.

Use established dashboards, work queues, and metrics to manage daily work and to signal when additional support or process changes may be needed

Participate in recurring audits and quality checks of charts and workflows; identify trends, error patterns, and bottlenecks and share these insights with leadership to inform data‑driven improvements and staffing decisions. 

Demonstrate a growth mindset, including openness to human + automated workforce, by actively seeking and embracing opportunities to learn, adapt, and support evolving department and organizational needs.

Deliver hospitality‑level service to internal and external partners: communicate with warmth, respect, reliability, and represent Private Medical’s standards in all interactions 

Take ownership of other assigned responsibilities and projects, demonstrating flexibility, initiative, and commitment to team success.

Qualifications:

Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree or coursework in healthcare a plus

Experience: 3+ years in healthcare (medical records, medical assistant, care coordination, or similar), with demonstrated responsibility for information management, coordination across teams, or workflow execution.

Service and hospitality: Consistently gracious, anticipatory, and reliable; treats internal and external teams as valued partners; resolves issues with empathy and follow‑through; models Private Medical’s service standards in a non‑patient‑facing role.

Independence and teamwork: Works effectively with minimal supervision in a remote environment while actively participating in shared queues, coverage models, and cross‑site workflows; steps in to support teammates to maintain reliable coverage across business hours.

Communication: Excellent written and verbal communication; provides clear, concise status updates and escalation notes; maintains a confident, courteous phone and email presence with external offices; contributes constructively in team huddles and feedback discussions.

Judgment and problem solving: Makes thoughtful decisions with incomplete information; balances speed with accuracy; recognizes patterns that may affect safety, quality, or member experience and escalates early with context and options.

Organization and detail: Strong prioritization and multi‑tasking without sacrificing quality; consistently applies documentation and naming standards; manages individual work in a way that supports shared visibility, continuity, and handoffs across time zones.

Technical proficiency: Comfortable in a paperless environment; adept with Elation or similar EHRs, Salesforce/CMR workflows, clinical portals, and fax tools; quick learner with a willingness to adopt and help optimize new tools, automations, and reporting views.

Growth and improvement mindset: Open to feedback, embraces continuous learning, and uses data and feedback to improve personal performance and team systems; participates in pilots and change initiatives and helps translate changes into daily practice.

Schedule

Location: Remote

Hours: Monday–Friday, with reliable availability during core business hours across EST/PST time zones.