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Immanuel Medical Records Coordinator - Full Time Days - Immanuel Pathways Central Iowa in Windsor Heights, Iowa

Maintaining, incorporating and accurately accounting for all medical record information in the Electronic Health Record (EHR) system for each individual participant at all Immanuel Pathway Centers. Support in the coordination of the daily scheduling of Contracted Service appointments for participants in a timely and efficient manner. Interacts with office staff, participants and participant family members via phone, fax and email, assuring accurate and effective scheduling of appointments. Independently and accurately handles a wide range of scheduling duties in a fast paced environment. Supports and lives out Immanuel’s Mission and CHRIST Promises.

Requirements of Job:

  • Agree to abide by the philosophy, practices, and protocols of Immanuel Pathways.


Key Areas

Key Responsibilities and Duties of the Job

Medical Record Administration


  • Collaborates closely with and communicates with IT/Informatics Department and Immanuel Pathways to provide assistance as it relates to the workflow and EHR processes/information.

  • Serve as Super user for support, training and education of EHR and Technology.

  • Follow-up on unsuccessful attempts to obtain records, to ensure each participant’s file is as comprehensive as possible.

  • Ensures completion of participant medical record release.

  • Demonstrate excellent organizational skills for accurate records along with the ability to prioritize for prompt replies to documentation request.

  • Obtain copies of ER/inpatient/facility records for review and scanning into Pathways EHR.

  • Routinely follow up with outside diagnostic groups (e.g. radiology) for copies of reports that are to be filed/scanned into medical records.

  • Sends medical records to requested Primary Care Physician upon disenrollment.

  • Monitor and request paperwork that has not been returned from contracted services appointments and will scan and assign paperwork to the appropriate staff member for follow-up.

  • Ensures that documentation is sent to the facility partners to meet their regulatory needs.

  • Obtain facility partner care plans and scan into Pathways EHR.

Administrative Support


  • Schedules participant appointments for medical procedures or office visits with outside Contracted Vendors for Immanuel Pathway Centers, which includes but not limited to medical procedures, specialist visits, and diagnostic testing.

  • Coordinates all aspects of procedure scheduling and understands guidelines for each scheduled procedure.

  • Collects and/or confirms patient demographic as required, and enters data accurately into the department’s scheduling system. Ensures authorization for all appointments and provides the authorization number to Contracted Vendor.

  • Utilizes computerized scheduling system capabilities. May be required to use the computerized scheduling system to maximize efficiency of block scheduling (uses typing, data entry, alpha/numeric filing, and computer skills).

  • Ensures necessary medical records paperwork is sent with participant for appointments.

Communication 15%

  • Confirms schedule with participant and/or family members and doctor’s offices, including time of appointment, communicates and resolves any conflict about daily schedule(s). Clearly communicates to doctor’s offices and participants and/or participant family members any instructions related to appointments.

  • Prints appointment reminder notification forms and gives to participants and may call participants or family members at least one day prior to appointment to remind them.

  • Collaborates with Immanuel’s Dispatch Center to arrange appropriate times to schedule appointments for participants.

  • Demonstrates a professional attitude and approach with participants, families, and all others while ensuring.

5% Compliance

  • Maintains compliance with established departments and organizational policies, procedures and objectives.

  • Follows all Immanuel Pathways policies and procedures and OSHA safety guidelines.

  • Participates in all safety, security and infection control programs that are mandatory as well as those required and provided by Immanuel Pathways – PACE and department.

  • Maintains and promotes a professional attitude by providing safe and effective support and assistance to co-workers in the delivery of participant care.



  • Performs other duties as assigned or requested.


  • High School Diploma/GED is required.

  • Equivalent years of experience may substitute for education requirement.


  • Two (2) years of experience working with medical records or related experience is required.

  • Two (2) years in an administrative job, preferably in the healthcare industry.

  • One (1) year of experience working with the frail or elderly population required, or completion of job specific training related to working with the elderly population must be completed within the first six months of hire.

  • Equivalent years of education may substitute for experience requirement.

Other Requirements-

  • Basic Life Support (BLS) current certification.

KSA- Knowledge Skills and Abilities-

  • Knowledge of medical records and medical terminology.

  • Knowledge of and ability to navigate Electronic Health Records systems.

  • Skilled in establishing and maintaining effective working relationships with participants, families, community and government agencies, and interdisciplinary staff.

  • Skills in observing, receiving, and obtaining information from multiple sources.

  • Skills in identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

  • Ability to communicate clearly and effectively both verbally and in writing in an interdisciplinary care setting with participants, families, staff members, representatives of community and government agencies.

  • Ability to abide by the philosophy, practices, and protocols of Immanuel Pathways.

  • Demonstrates knowledge of and respect for the rights, dignity, and individuality of each participant in all interactions.

  • Ability to maintain confidentiality of participant and facility information.

  • Proven experience and basic computer proficiency (internet, email, Microsoft Office).

  • Ability to relay information between multiple departments and people.

  • Ability to shift back and forth between two or more activities or sources of information.

  • Ability to prioritize a variety of tasks and responsibilities in high pressure situations.

  • Ability to effectively multi-task and organize work.

  • Ability to remain flexible in a fast paced, unpredictable environment.

  • Ability to balance team and individual responsibilities.

  • Ability to work effectively, without direct supervision, following standard procedures.

  • Skilled in the comprehension of written materials.

  • Ability to listen effectively seeking first to understand, then to be understood.

  • Ability to pay attention to detail.

  • Ability to identify and recommend problem resolution.

  • Ability to be open to change.

  • Ability to quickly troubleshoot issues and make timely decisions using sound logic and good judgment.

  • Skills and ability to organize time, prioritizing duties, and meet deadlines.

Posting Title: Medical Records Coordinator - Full Time Days - Immanuel Pathways Central Iowa

Job ID: 2020-4237

External Company URL:

Street: 7700 Hickman Road