Medical Records Coordinator

Job Description:

Medical Records Coordinator

Job Title: Medical Records Coordinator

Salary:  $20.50/ hour (based on experience)

Position Type: Part-time, Non-Exempt 

Schedule: 24 hours per week, flexible days 7:30 AM – 4:00 PM

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Are you highly organized, detail-oriented, and passionate about maintaining the integrity and confidentiality of medical records? Do you enjoy supporting a healthcare team behind the scenes while making a meaningful impact on residents' lives? Eastcastle Place is looking for a Medical Records Coordinator to join our Health Center team and help us continue our mission of delivering excellence in senior care.

At Eastcastle Place, you’ll witness the incredible life stories of some of the wisest individuals. We’ve been proudly serving seniors for over 140 years, offering a continuum of care that promotes active and fulfilling lifestyles while respecting the dignity and independence of each resident. But that’s just the beginning! On our team you’ll also be part of a remarkable organization dedicated to shaping the future of senior living—by investing in you. Don’t just take a job; embrace the chance to be part of something extraordinary!

As a Medical Records Coordinator, you’ll play a vital role in maintaining complete, accurate, and confidential medical records. You’ll collaborate with providers, insurance representatives, and nursing staff to ensure timely communication and documentation. This position reports directly to the Director of Social Services and helps support the operational flow of care at Eastcastle Place.

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What You Will Do:

• Maintain and update active and discharged medical records in accordance with legal and facility guidelines
• File, scan, and organize documentation in the EMR system; break down and purge charts as needed
• Process and respond to external medical record requests, ensuring HIPAA compliance
• Coordinate and schedule external medical appointments for residents, including transportation arrangements
• Communicate with providers and insurance companies to obtain necessary information
• Notify nurses of new provider orders following appointments
• Monitor the location of all charts and ensure files are orderly, complete, and up to date
• Initiate service tickets for maintenance/IT requests via Worxhub system
• Maintain a clean, organized office space and uphold all record-keeping standards
• Participate in meetings, quality assurance efforts, and in-service education sessions

What You Will Bring:

• High School Diploma or equivalent required
• Minimum of 6 months experience in a Medical Records or Health Unit Coordinator role preferred
• Knowledge of medical terminology and HIPAA compliance standards
• Strong organizational and time management skills
• Ability to communicate effectively with residents, staff, and external contacts
• Familiarity with Microsoft Office and EMR systems
• A professional, positive attitude with a high level of attention to detail

Why You’ll Love Us:

At Eastcastle Place, we foster a compassionate and supportive environment for both staff and residents, treating everyone with integrity, dignity, and respect. Our team consists of highly qualified individuals who serve with enthusiasm and a commitment to quality. As an Eastcastle Place employee you will have access to the following benefits:

• 401(k) with matching after 1 year
• Paid Time Off based on FTE status
• Holiday Pay
• Tuition Reimbursement through scholarships
• Maternity Benefits
• Health & Wellness Programs
• Free surface parking and Bus line access 
  • Line 30 (Downer + Bradford) 1 block away
  • Line 21 (Downer + Bradford) 1 block away 
  • Line 30 (Maryland + Bradford) 2 blocks away
• Discounted lunch/meal program
• Free onsite fitness center and pool
• Employee Rewards and Recognition program

DEI Statement:
We are committed to providing an inclusive environment that ensures the happiness and success of each of our staff members. We pride ourselves on hiring, training, and retaining a community of employees from various backgrounds, perspectives, and experiences.

EOE Statement:
Eastcastle Place is an equal opportunity employer, we hire without discriminate to race, national origin, creed, gender, gender identity, sexual orientation, veteran status, disability, age, marital status or other legally protected status.

Disclaimer Statement:
Eastcastle Place is a Senior Living and Health Services Facility. Applicants must be 18 years or older. Applicants that are offered a position are subject to undergo a caregiver background check and drug screen. Flu shots are required to obtain within 30 days of starting during flu season. Further disclosure and authorization is provided during the interview process. With any questions or concerns please contact our HR Department.