Clinical Documentation Coordinator (WHWC)

Role Overview & Responsibilities

Position Summary

This position is responsible for the accurate collection, scanning, indexing, and maintenance of medical, dental, and behavioral health records within the Electronic Medical Record (EMR) system.

The role supports patient scheduling, documentation management, and customer service to ensure compliance, data integrity, and high-quality patient care.

Scope and Impact

This role directly supports multiple departments-including Medical, Dental, Behavioral Health, and administrative units-by ensuring the accuracy and accessibility of electronic health records.

The position impacts patient care continuity, regulatory compliance (including HIPAA), and clinic workflow efficiency.

No budget responsibilities or direct reports.

Decision Making Authority

Works independently to identify errors in scanning, indexing, documentation, and PHI disclosures and takes appropriate corrective action.

Follows established policies and procedures but exercises judgment when addressing documentation discrepancies, resolving patient concerns, and escalating issues to HIM leadership as needed.

Interactions / Working Relationships

Internal: Collaborates daily with HIM staff, clinical providers, front desk personnel, registration, MAP, Health Education, Behavioral Health, Psychiatry, Physical Therapy, Dental, and administrative departments.

External: Communicates with patients to resolve no-show barriers, obtain records, assist with appointment scheduling, and ensure documentation follow-up.

Contacts external providers or agencies to request or fulfill records.

Frequency: Daily interaction with internal teams and patients; routine interaction with external entities.

Essential Duties and Responsibilities

Scan, prepare, and index medical, dental, and behavioral health records into the EMR with accuracy, completeness, and legibility (30%).

Review and audit documents for accuracy, formatting, and quality assurance; correct errors and report discrepancies to HIM leadership (15%).

Maintain paper and electronic records in accordance with retention policies, grantor requirements, and HIPAA regulations (10%).

Process internal and external requests for medical, dental, and behavioral health records and fulfill authorized PHI disclosures (10%).

Perform patient outreach, including outgoing calls to address no-show barriers, appointment rescheduling, and documentation needs (10%).

Provide administrative support such as routing mail, emails, and faxes; assisting with documentation notifications; and completing clerical duties (10%).

Deliver exceptional customer service, resolving patient concerns and escalating issues when needed (10%).

Support multi-department clinical operations, assisting with EHR data entry, quality checks, and workflow needs (5%).

Supervisory or Leadership Responsibilities

This position does not supervise others.

Qualifications

Minimum Qualifications (Required)


* Education: Hi...