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About the Role

The Records Management Coordinator oversees daily medical records processes, referral workflows, chart auditing, and data aggregation within a Certified Community Behavioral Health Clinic (CCBHC) in New York State. This role supports timely access to care, accurate documentation, secure management of protected health information, and reliable reporting, ensuring compliance with organizational and regulatory standards.

Responsibilities

Coordinate and maintain medical records processes, including document intake, scanning, indexing, filing, retrieval, tracking, retention, and secure release of information.
Review clinical and medical records for accuracy, completeness, timeliness, and compliance with documentation standards.
Manage internal and external referral processes, including receipt, tracking, documentation, and communication with referral sources.
Monitor referral status and maintain logs or tracking systems.
Conduct routine chart audits to evaluate documentation quality, required forms, signatures, consents, assessments, and treatment planning.
Prepare audit findings, identify trends, and communicate deficiencies or opportunities for improvement.
Aggregate data from medical records, referral activity, and audit results to support quality improvement, operational reporting, compliance monitoring, and performance measurement.
Develop and maintain reports, dashboards, spreadsheets, and tracking tools related to referrals, record completion, and audit outcomes.
Collaborate with clinical, quality, compliance, billing, intake, and program staff to promote accurate documentation and consistent workflow.
Support readiness for internal reviews, external audits, accreditation activities, and monitoring visits.
Maintain the confidentiality and security of protected health information and sensitive records.
Assist with implementation and ongoing improvement of policies, procedures, and workflows related to records management, referrals, and data integrity.
Provide training and guidance to all staff on documentation expectations, referral tracking procedures, and records management practices.
Perform other related duties assigned to support CCBHC operations, care coordination, and compliance activities.
Directly supervises assigned employees, including interviewing, hiring, training, assigning work, appraising performance, and resolving problems.

Requirements

Associate degree in Health Information Management, Healthcare Administration, Human Services, Business Administration, or a related field; or an equivalent combination of education and experience.
Minimum of two (2) years of experience in medical records, health information management, behavioral health operations, referral coordination, quality assurance, or a related healthcare administrative role.
Working knowledge of electronic health records (EHR), medical records management, chart review, data tracking, and HIPAA/confidentiality requirements.

Skills

Data aggregation
Trend reporting
Continuous quality improvement (CQI)
Electronic health records (EHR)
Medical records management
Chart review
Data tracking
HIPAA/confidentiality requirements

Location

New York State

Work Type

Full-Time

Experience Level

Minimum of two (2) years of experience
Bachelor's degree or four (4) or more years of experience in a CCBHC or behavioral health outpatient setting (Preferred)

Education Level

Associate degree in Health Information Management, Healthcare Administration, Human Services, Business Administration, or a related field
Bachelor's degree (Preferred)