We are seeking a highly organized and detail-oriented Medical Records & Administrative Coordinator to join our School Base program team. This position is responsible for maintaining accurate patient records, supporting clinicians and office operations, coordinating documentation, and ensuring compliance with agency and regulatory requirements. The ideal candidate is a team player with excellent communication skills and the ability to manage multiple priorities in a fast-paced healthcare environment.
Duties & Responsibilities
- Answer incoming phone calls and complete new patient intakes.
- Review messages received from the answering service and route them to the appropriate staff.
- Send email communications to clinicians and staff as needed.
- Conduct detailed monthly chart reviews, including chart status.
- Prepare the monthly patient census.
- Review monthly ITP/TPR reductions and send reminders.
- Follow up on outstanding ITP/TPR reductions from previous months.
- Monitor and coordinate completion of ITPs and Treatment Plan Reviews (TPRs).
- Perform chart reviews for critical weekly cases.
- Support staff with questions related to medical records and patient profiles.
- Partner with the Office Manager to resolve patient and clinician-related issues.
- Update patient and clinician schedules as needed.
- Archive documentation into patient charts.
- Maintain accurate patient charts and profiles in AccuMed.
- Review and process closed charts.
- Update clinician schedules within the electronic health record system.
- Review completed charts for bonus reimbursement eligibility.
- Follow established daytime and evening operating procedures.
- Work one Saturday per month.
- Provide front desk coverage during staff lunch breaks (approximately 30 minutes).
- Process co-pay and self-pay payments.
- Mail, fax, and distribute patient documentation as required.
- Assist with Spanish translation when needed.
- Complete daily operational tasks and other duties as assigned.
Qualifications
- High School Diploma or Associate's Degree required.
- Excellent verbal and written communication skills.
- Strong organizational and time management abilities.
- Ability to work independently and collaboratively in a team environment.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Experience with Electronic Health Record (EHR) systems; AccuMed experience is a plus.
- Bilingual English/Spanish preferred.
Job Type: Full-time
Pay: $22.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- Office: 2 years (Preferred)
Language:
- Spanish fluently (Required)
Ability to Relocate:
- Jackson Heights, NY 11372: Relocate before starting work (Required)
Work Location: In person
