Medical Records Coordinator

ABOUT US: 

Hiawatha Valley Mental Health Center (HVMHC) is a trusted leader in providing exceptional, person-centered behavioral health services to our communities. Founded in 1965 by a dedicated group of community members and government officials from Houston, Wabasha, and Winona counties, we have since expanded our services across Winona, Houston, Wabasha, Goodhue, and Fillmore counties. 

At HVMHC, we recognize the importance of work-life balance and offer flexible scheduling to support our employees' needs. We are committed to professional growth and prioritize internal promotions whenever possible. For team members pursuing licensure, we provide free clinical supervision to help you achieve your goals. Additionally, we utilize Eleos, an augmented intelligence software, to assist with case note documentation—allowing our staff to focus more on client care. 

We are dedicated to fostering a diverse, inclusive, and supportive workplace where team members and clients feel valued and respected. We welcome professionals from all backgrounds and experiences who share our commitment to providing high-quality behavioral health services. 

Position Description 

TITLE:  Medical Records Coordinator 

PROGRAM:  All 

JOB SUMMARY: This position is primarily responsible for maintaining Hiawatha Valley Mental Health Center’s files of clients, responding to requests for information and pulling client charts.  

JOB RESPONSIBILITIES AND ESSENTIAL FUNCTIONS: 

• Scan and file documents electronically for psychiatry, outpatient, substance use disorder and children’s community-based programs 

• Send forms electronically for client completion and track to ensure that they are returned 

• Check phone and email messages; return calls 

• Respond to all requests for information in a timely manner. This includes maintaining a system for what is requested, permission for release given by therapist and or supervisor, and then sending. 

• Give related invoices for future billing to Bookkeeping 

• Maintain Filing system: this includes annually pulling charts that have been inactive for seven years and destroying all client information 

• Keep Substance Use Disorder outpatient treatment sign-up folders up to date, with several completed folders ready for staff to use 

• Fax for agency when needed 

• Review and forward emails from the HVMHC website to correct Dept 

• Educate and assist outer offices with medical records procedures, if necessary 

• Update client name changes in the EHR, along with recording proper documentation 

• Review names for clinician’s peer review  

• Back up Receptionist and Intake Coordinator’s as requested 

• Release records to insurance companies as requested 

• Possess a vehicle, valid driver license, and valid auto insurance 

NON-ESSENTIAL FUNCTIONS: Perform other duties as assigned by the Office Manager 

PHYSICAL REQUIREMENTS FOR POSITION: Must be able to walk, sit, stand, crouch, twist, bend, reach overhead, maneuver stairs and stretch in a manner conducive to the execution of daily activities.
Must be able to move around the office on a daily basis. While performing the duties of this job, the employee must communicate with others and exchange information. This is primarily a sedentary position (standing and/or sitting). Employees regularly operate
computers and other office equipment on a daily basis. Occasional bending and lifting of office materials up to 30 lbs.  

EQUIPMENT USED: Computer, telephone, office equipment, multi-line phone system. 

JOB QUALIFICATIONS AND REQUIREMENTS: 

• Excellent organizational skills. 

• Good interpersonal and communication skills. 

• Ability to operate computer for purposes of client data entry. 

• Must possess a valid driver’s license and a willingness to travel as needed to organization locations throughout SE MN. 

WORK ENVIRONMENT: Hiawatha Valley Mental Health Center is committed to providing a safe and inclusive work environment free from harassment, violence and discrimination. Our inclusive work environment represents many different backgrounds, cultures and viewpoints. The core values we live by include: integrity, respect, people focused, community focused, continuous improvement, compassion, partnership and collaboration, empowerment and financial stewardship. All Hiawatha Valley Mental Health Center owned facilities are smoke/drug free environments, with some exposure to excessive noise, dust and temperature. The employee is occasionally exposed to a variety of conditions at client sites.  

EMPLOYEE WELLNESS PROGRAM: 

• https://www.hvmhc.org/employee-benefits-wellness-program/ 

EEO STATMENT: 

Hiawatha Valley Mental Health Center is an Equal Opportunity Employer. We welcome all qualified applicants, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.  

APPLICATION PROCESS:
 
A background check is required as part of the hiring process. Depending on the role, applicants may also need to complete a Mental Health Practitioner Verification Form or Professional Conduct Inquiry Form.