Medical records coordinator job description

This post includes 3 parts: duties list, job qualification and job description writing tips for Medical records coordinator in details. A complete job description concludes Medical records coordinator key duties/responsibilities, Medical records coordinator job qualifications (knowledge, education, skills, abilities, experience…KSA model) and other ones such as daily tasks, key activities, key/core competencies, job functions/purpose…

I. List of Medical records coordinator duties:

1. Maintains discharge records filing system in accessible manner for prompt retrieval.
2. Compiles and files closed records.
3. Ensures maintenance of physicians logs and annual residents history and physical.
4. Files, copies, and procedures statistical reports as needed.
5. May perform ancillary filing and copying as required.
6. Ensures that admissions and readmission charts are compiled completely and accurately.
7. May perform data entry and other computer related functions.

II. List of Medical records coordinator qualifications

1. Minimum age requirement of 18
2. General education degree with at least two years prior secretarial experience or equivalent.
3. Demonstrates an ability to use IBM-compatible systems and equipment. 
4. Proficient PC skills-Microsoft Word and Excel preferred.
5. Excellent customer service skills.
6. Two years experience in clinical records/medical records management, preferably in home health care operations.
7. Has knowledge of medical terminology, corporate business management, governmental regulations and ability to learn VistaCare standards.
8. Demonstrates good communication and public relations skills.
9. Has organized work habits and a proven attention to detail, with an ability to multi-task.
   Ability to work in an interdisciplinary setting.
10. Compliance with accepted professional standards and practices demonstrating utmost confidentiality.
11. Satisfactory references from employers and/or professional peers.
12. Satisfactory criminal background check.
13. Self-directed with the ability to work with little supervision.
14. Flexible and cooperative in fulfilling all obligations.

III. Tips to write job description

1. Too-long job description:

Looking at a too-long job description can frighten the candidates off and drive the away. A job description, no matter how important the job is, should not be included in more than 3 pages. If one focuses on too many things at a time, he shall definitely lose focus on the main items and get overwhelmed by the remaining; So, keep it concisely.

2. Too-short job description:

While too-long can be a problem, too-short is more a problem. It will ruin the meaning of the job description. A too-short one means it lacks necessary details and therefore, the candidate will not be able to understand while reading it.

3. Listing unnecessary functions or job duties:

Just classifying these into the “others” category will save you a lot of effort and space. On the other hand, the job description will become more dilute and easy to be neglected.

4. Key functions

Not listing key functions as required for the job can be a fatal mistake to a job description.

5. Grammar and spelling

Poor grammar and having spelling errors can ruin the job description, too. Never think that as you are the employer, you may have the right to make grammar or spelling errors while requires other not to. A job description with such errors is easily to be mistaken as a fake or ghost ads; as a result, the candidate will turn away from it.

6. Not specific enough:

Be specific and concise; if you don’t address the specific, then what the job description is for. It is for the candidate to understand just exactly what he needs to do or needs to have. Lacking details can confuse the candidates very well.

7. Not having the job description reviewed by others:

This is also a common mistake. One may be subject to bias, but more than one, especially with the help of those external advisor, the job description can be more perfect.

8. Using buzzwords or abbreviations:

In fact, it is not necessary at all to use such in a job description.

9. Using slang or legal words:

Just use common wording to communicate with others and don’t do anything extraordinarily.

10. Not updating the job description:

The same job may require different duties and responsibilities in different times, so, you cannot use the same job description for 2 different times.

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