UBMD Primary Care
Medical Records Coordinator - Downtown Buffalo
UBMD Primary Care, Buffalo, New York, United States, 14266
Medical Records Coordinator - Downtown Buffalo
We are seeking a full‑time Medical Records Coordinator (MRC) for our downtown outpatient clinic located in the Conventus Medical Office Building, 1001 Main Street.
Job Summary The MRC will ensure that all medical records are managed, retrieved, distributed, and/or delivered according to company policy and HIPAA regulations. Responsibilities include gathering and sorting documents from the front desk, verifying demographic information, tracking errors, confirming complete signature pages, and scanning records. The coordinator will respond to calls and voicemails on the medical records line, process incoming record requests, and assist providers with paperwork such as patient forms, letters, medical necessity statements, prior authorizations, and approvals for outside services.
Essential Functions
Collects, verifies, and sorts documents collected at the front desk, updating demographics as needed.
Tracks and reports errors; ensures all signature pages are complete and scanned.
Completes all tasks assigned in the electronic medical records system or portal in a timely and efficient manner.
Responds to incoming calls and voicemails on the medical records line.
Processes incoming medical records requests promptly.
Scans and distributes new patient paperwork after entry into the system.
Retrieves, sorts, distributes, and/or scans incoming faxes and mail.
Reviews paperwork completed by providers and follows up on outstanding items.
Manages the home‑health care paperwork process.
Maintains the closed‑document process, ensuring proper identification and completion of scans.
Assists providers with paperwork completion, including patient forms, letters, medical necessity statements, prior authorizations, and outside service approvals.
Handles patient correspondence as needed.
Works required hours per week on a regular basis, except during approved paid time off.
Reviews and addresses daily tasks as assigned.
Complies with OSHA regulations and HIPAA confidentiality policies.
Supports the credentialing process and related mail/scan correspondence.
Checks and responds to department voicemails and task queues at least twice daily.
Cross‑trains in the scanning department and assists as needed.
Assists with insurance verification and the setting up of depositions.
Sends home‑health documentation to the billing department regularly.
Retrieves checks and uses the lock box as applicable.
Collaborates closely with the Health Information Supervisor and/or PSR Coordinator to improve processes and workflows.
Reviews company email daily to receive and address notifications in a timely manner.
Assumes other duties as requested or assigned by the Health Information Supervisor or other management representatives.
May travel to other UBMD Primary Care locations as needed.
Work hours may fluctuate depending on clinic needs.
Qualifications
High school diploma or equivalent (Associate’s degree preferred).
One to two years of experience maintaining medical records.
Excellent communication, multi‑tasking, and attention to detail skills.
Experience with EMR systems required; familiarity with various computer programs preferred.
Ability and willingness to learn new programs quickly.
Strong interpersonal skills.
Physical & Working Conditions
Well‑lit, fast‑paced clinic or office environment.
Office noise level mild to moderate.
Moderate indoor temperatures.
Potential exposure to occupational health hazards in a clinic setting.
Prolonged periods of sitting or standing at a workstation.
Regular use of computer and telephone keyboard; close vision required for computer work.
Light to moderate lifting (up to 10 pounds).
Regular, predictable attendance required.
Physical and mental abilities to perform duties normally associated with the essential functions.
Compensation & Benefits
Hourly rate: $18.50–$19.50, depending on experience.
Full‑time 37.5 hours per week.
Shift: Monday through Friday, flexible start 7:00–8:30 a.m., end 3:00–4:30 p.m.
Paid parking available.
Background check and drug screening required.
AA/EOE.
Non‑exempt (FLSA).
Position type: Full‑time.
Reports To Health Information Supervisor.
EEO Statement UBMD Primary Care is an equal employment opportunity (EEO) employer. We are committed to the principles of equality in employment and opportunity for all employees without regard to race, color, citizenship status, national origin, ancestry, gender or expression, sexual orientation, age, weight, religion, creed, physical or mental disability, marital status, familial status, domestic violence victim status, veteran status, military status, political affiliation, or any other factor and/or status protected by law. We expect all employees to adhere to these principles of equality which apply to all aspects of the employment relationship, including hiring, job selection, job assignment, compensation, corrective action, termination, access to benefits and training, and other privileges of employment.
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Job Summary The MRC will ensure that all medical records are managed, retrieved, distributed, and/or delivered according to company policy and HIPAA regulations. Responsibilities include gathering and sorting documents from the front desk, verifying demographic information, tracking errors, confirming complete signature pages, and scanning records. The coordinator will respond to calls and voicemails on the medical records line, process incoming record requests, and assist providers with paperwork such as patient forms, letters, medical necessity statements, prior authorizations, and approvals for outside services.
Essential Functions
Collects, verifies, and sorts documents collected at the front desk, updating demographics as needed.
Tracks and reports errors; ensures all signature pages are complete and scanned.
Completes all tasks assigned in the electronic medical records system or portal in a timely and efficient manner.
Responds to incoming calls and voicemails on the medical records line.
Processes incoming medical records requests promptly.
Scans and distributes new patient paperwork after entry into the system.
Retrieves, sorts, distributes, and/or scans incoming faxes and mail.
Reviews paperwork completed by providers and follows up on outstanding items.
Manages the home‑health care paperwork process.
Maintains the closed‑document process, ensuring proper identification and completion of scans.
Assists providers with paperwork completion, including patient forms, letters, medical necessity statements, prior authorizations, and outside service approvals.
Handles patient correspondence as needed.
Works required hours per week on a regular basis, except during approved paid time off.
Reviews and addresses daily tasks as assigned.
Complies with OSHA regulations and HIPAA confidentiality policies.
Supports the credentialing process and related mail/scan correspondence.
Checks and responds to department voicemails and task queues at least twice daily.
Cross‑trains in the scanning department and assists as needed.
Assists with insurance verification and the setting up of depositions.
Sends home‑health documentation to the billing department regularly.
Retrieves checks and uses the lock box as applicable.
Collaborates closely with the Health Information Supervisor and/or PSR Coordinator to improve processes and workflows.
Reviews company email daily to receive and address notifications in a timely manner.
Assumes other duties as requested or assigned by the Health Information Supervisor or other management representatives.
May travel to other UBMD Primary Care locations as needed.
Work hours may fluctuate depending on clinic needs.
Qualifications
High school diploma or equivalent (Associate’s degree preferred).
One to two years of experience maintaining medical records.
Excellent communication, multi‑tasking, and attention to detail skills.
Experience with EMR systems required; familiarity with various computer programs preferred.
Ability and willingness to learn new programs quickly.
Strong interpersonal skills.
Physical & Working Conditions
Well‑lit, fast‑paced clinic or office environment.
Office noise level mild to moderate.
Moderate indoor temperatures.
Potential exposure to occupational health hazards in a clinic setting.
Prolonged periods of sitting or standing at a workstation.
Regular use of computer and telephone keyboard; close vision required for computer work.
Light to moderate lifting (up to 10 pounds).
Regular, predictable attendance required.
Physical and mental abilities to perform duties normally associated with the essential functions.
Compensation & Benefits
Hourly rate: $18.50–$19.50, depending on experience.
Full‑time 37.5 hours per week.
Shift: Monday through Friday, flexible start 7:00–8:30 a.m., end 3:00–4:30 p.m.
Paid parking available.
Background check and drug screening required.
AA/EOE.
Non‑exempt (FLSA).
Position type: Full‑time.
Reports To Health Information Supervisor.
EEO Statement UBMD Primary Care is an equal employment opportunity (EEO) employer. We are committed to the principles of equality in employment and opportunity for all employees without regard to race, color, citizenship status, national origin, ancestry, gender or expression, sexual orientation, age, weight, religion, creed, physical or mental disability, marital status, familial status, domestic violence victim status, veteran status, military status, political affiliation, or any other factor and/or status protected by law. We expect all employees to adhere to these principles of equality which apply to all aspects of the employment relationship, including hiring, job selection, job assignment, compensation, corrective action, termination, access to benefits and training, and other privileges of employment.
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