Hybrid Administrative & Medical Records Coordinator bei Hudson Health Services Inc

Description

Exciting opportunity to join our established and expanding organization. Accredited by The Joint Commission, Hudson Behavioral Health is a 501(c)(3), non-profit organization providing Behavioral Health Treatment in Salisbury, Maryland. Since its inception in 1980, Hudson Behavioral Health has been providing cutting edge treatment for Substance Use and other co-occurring disorders. Our services include Detoxification, Inpatient Rehabilitation, Partial Hospitalization, Treatment, 3.1 Housing and Outpatient Mental Health.  

The Administrative & Medical Records Coordinator ensures the accurate, timely, and secure management of patient health records in compliance with privacy laws and healthcare regulations. This role supports clinical and administrative operations by maintaining organized documentation systems and upholding strict standards of confidentiality and data integrity.

MEDICAL RECORDS / ADMINISTRATIVE SUPPORT

• Maintain the confidentiality, integrity, and secure handling of all patient medical records in accordance with HIPAA, 42 CFR Part 2, COMAR, and Hudson Behavioral Health policies and procedures.
• Verify and document valid patient authorizations that meet 42 CFR Part 2 requirements prior to the release of any patient-identifiable information. Process all requests professionally, accurately, and within required timeframes.
• Maintain a centralized log of medical records requests, including dates of receipt, billing status, processing status, and final disposition.
• Coordinate and support medical records management across all facility locations, including organizing, filing, scanning, retention, and secure purging of records in accordance with established policy.
• Verify the completeness and accuracy of medical records, whether maintained in paper form or in the electronic medical record (EMR) system, ensuring all required documentation is present, properly formatted, and compliant with confidentiality, regulatory, and legal standards.
• Prepare and send treatment verifications and other authorized patient correspondence in a timely and professional manner.
• Maintain accurate daily reporting functions, including but not limited to daily census logs and admissions/discharge tracking, as needed.
• Schedule, coordinate, and document meetings as assigned; record and prepare clear, timely meeting minutes.
• Support policy and procedure updates related to records management; recommend revisions to ensure compliance and efficiency.
• Draft, review, and edit internal documents, including manuals, handbooks, forms, and administrative reference materials.
• Assist with audit and accreditation preparations, including compiling documentation, organizing records, and participating in readiness reviews.
• Conduct periodic desk audits and internal reviews to support quality assurance and continuous process improvement efforts.
• Provide courteous, respectful, and professional support to patients, staff, and external visitors, maintaining a positive and helpful demeanor.
• Assist administrative directors with duties related to compliance, training coordination, site inspection readiness, and administrative project support.

BACKUP SUPPORT

• Provide backup support to the Administrative Assistant, including answering phones, office coverage, mail pickups, and occasional errands as needed.
• Provide daily lunch break coverage for the Administrative Assistant.

Our Benefit Package Includes:

Generous Paid Leave

401K like retirement (503-C) with company matching of 4%

Competitive Salary

PTO (Vacation Pay, Holiday Pay, and Sick Pay)

Health Insurance with FHSA

Life Insurance

Dental Insurance

Vision Care

Disability Insurance

Cell phone reimbursement with required documentation

Employer sponsored Awards Program

Gym Membership Reimbursement

Requirements

REQUIRED: High school diploma or GED. Proficiency in English (reading, writing, speaking). Strong attention to detail and ability to handle sensitive information. Valid driver’s license with satisfactory driving record. Proficiency in Microsoft Office, spreadsheets, and ability to learn EMR and data tracking systems.

PREFERRED:1-2 years of experience working with medical records. Experience working in an addiction or mental health treatment facility's medical records department. Previous work with electronic medical record (EMR) systems. Working knowledge of HIPAA, 42 CFR, Part 2, and confidentiality practices in behavioral healthcare. Prior experience in medical records management.