Medical Records Coordinator

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THE HELPER BEES (THB) was created to fill an obvious need in an underserved community. Inspired by love and brought to reality through passion and determination, The Helper Bees was founded to empower older adult citizens and their families in their search for quality, affordable in-home care providers. We do this by providing older adults the ability to easily review, choose, and access affordable quality in-home helpers.

The Helper Bees mission is to be the best in the world at finding & fulfilling the needs of older adults.

At THB, we define our company culture through our Core Values:

• Quickly iterate through solutions - We move at a fast pace which requires quick iterations to find a path to a repeatable solution
• Seek ways to create immediate impact - Be thoughtful and proactive in how you make an impact on your team. Actively look for ways to make a fast, positive impact.
• Bee the teammate you want to work with - We work as a team, help each other and encourage each other
• Ask questions, answer questions - You can't iterate through solutions if you don't ask the right questions which is why there is an expectation that questions should be asked. When you know the answer, being a good teammate means chiming in to get others up to speed.
• Take the time to celebrate wins - It's so easy for a team that is heads down to forget about all the great things they've accomplished. That's why we make it a priority to remind ourselves to create space to celebrate wins, big or small.

Job Summary:

The Medical Records Coordinator supports the Dimensions team by performing key steps in the medical records workflow, such as initiating calls, conducting follow-ups, or preparing records for submission, depending on team assignment. This role contributes to the timely, accurate, and compliant handling of patient information, verifies required authorizations when applicable, and provides clear updates to internal and external stakeholders while maintaining strict adherence to HIPAA and company policies.

Supervisory Responsibilities:

• None

Duties/Responsibilities:

• Make outbound calls and faxes to request and retrieve medical records from hospitals, physician offices, clinics, and other healthcare facilities
• Verify patient authorization forms and ensure compliance when speaking with care providers from facilities
• Maintain accurate logs of record requests, follow-ups, and received documents
• Communicate with medical staff, records departments, and clients regarding record status
• Scan, upload, organize, and securely transmit medical records using electronic systems
• Confirm status of records and documentation requests
• Request authorizations needed for facilities to submit requests
• Update database with the status of the requests
• Notify when requests need to be refaxed to facilities

Performance Metrics:

• Productivity & Throughput: Consistently meets or exceeds daily call targets (e.g., 30–35 calls per day) and record retrieval volume expectations while maintaining quality standards.
• Accuracy of Documentation: Accurate updates and tracking of request statuses within the Dimensions database and internal systems.
• Turnaround Time: Achieves defined turnaround-time goals for initiating requests, following up, and delivering complete records to clients.

Required Skills/Abilities:

• Ability to manage a high volume of communication across phone, email, fax, and portals while staying organized.
• Excellent written and verbal communication skills with a professional, courteous, and assertive demeanor.
• Strong organizational skills with excellent attention to detail, including accurate note-taking and documentation.
• Ability to problem-solve and navigate complex or slow responses from healthcare facilities while maintaining a customer-service mindset.
• Ability to prioritize multiple requests and tasks in a fast-paced, metrics-driven environment.
• Ability to work both independently and collaboratively as part of a team
• Ability to work independently in a remote environment
• Basic comfort with using electronic health portals, document management tools, and standard office software (e.g., email, spreadsheets, and shared drives).
• Must be 18 years of age or older.

Education and Experience:

• High school diploma or equivalent preferred
• Prior experience in healthcare administration, insurance operations, medical records management, or a related field preferred
• Experience handling medical record requests or communicating with healthcare facilities is highly preferred

Physical Requirements:

• Ability to remain at your designated workstation for the duration of the workday
• Constantly operates a computer and other office productivity machinery, such as a phone and Voice over Internet Protocol (VoIP).
• The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• The ability to observe details at close range (typically on a computer screen)
• This position offers the flexibility of remote work at approved locations within the United States. Candidates must have a reliable internet connection and a designated work environment conducive to professional phone calls and sensitive data. Enjoy the convenience and comfort of working remotely while contributing to our team's success.

The Helper Bees is committed to building a workplace where diversity, equity, and inclusion are valued and prioritized. We are an equal opportunity employer that welcomes all qualified applicants without discrimination based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or any non-merit based or legally protected grounds.

The Helper Bees provides reasonable accommodations to qualified individuals with disabilities during the job application and interview process. To request accommodation, please let your recruiter know.

As part of our standard hiring process, selected candidates may be required to undergo a background check and/or drug screen.  The Helper Bees adheres to applicable federal, state, and local laws regarding these screenings, and the results will be considered in accordance with applicable regulations.    

The Helper Bees was recently made aware of a fraudulent entity posing as our organization and requesting personal information. Please be aware of and protect yourself from scams. Visit the careers page of our website to view all current job openings.