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Electronic Records Coordinator

CDS

Gates, NY

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JOB DETAILS
SKILLS
Access Control, Budgeting, Communication Skills, Cross-Functional, Customer Support/Service, Data Quality, Database Technology, Detail Oriented, Develop and Maintain Customers, Documentation, HIPAA (Health Insurance Portability and Accountability Act), Information/Data Security (InfoSec), Leadership, Legal, Licensing, Medical Record System, Organizational Skills, People Management, Physical Demands, Presentation/Verbal Skills, Privacy Controls, Quality Management, Regulations, Regulatory Compliance, Reporting Skills, Staff Training, Technical Leadership, Technical Support, Time Management, Web Site Monitoring, Willing to Travel, Writing Skills
LOCATION
Gates, NY
POSTED
2 days ago
Summary:

The Electronic Records Coordinator is responsible for managing and maintaining accurate portal access for individuals served by Prime Care Coordination. This role ensures that all authorized contacts-such as individuals served, family members, representatives, providers, and other designated stakeholders-are appropriately added to the portal and granted access consistent with documented consents.

The Electronic Records Coordinator plays a critical role in safeguarding Protected Health Information (PHI) by ensuring access is granted only to authorized users, reviewed regularly, and removed in a timely manner when no longer appropriate. This position supports regulatory compliance, data integrity, and privacy standards across all portal-related activities.

Essential Job Functions:

  • Add, update, and maintain portal accounts for all authorized contacts associated with individuals served, including individuals, family members, legal guardians, care team members, and providers.
  • Ensure portal access levels align with documented consents and individual preferences.
  • Maintain accurate and up-to-date contact records within the portal system.
  • Serve as the primary point of contact for portal access requests, changes, and terminations of access.
  • Verify required consents and authorizations are on file prior to granting portal access to any user.
  • Assign appropriate role-based and permission-based access to protect PHI in accordance with HIPAA, NYS CCO/Health Home regulations, and PCC policies and procedures.
  • Monitor portal access to ensure continued appropriateness of access for all users.
  • Promptly remove or modify portal access when notified of changes.
  • Escalate potential privacy, security, or access concerns to leadership.
  • Ensure portal practices remain compliant with applicable requirements.
  • Support audits by providing documentation and access logs.
  • Participate in quality improvement efforts.
  • Collaborate with Care Managers, leadership, IT, and Quality staff.
  • Provide guidance and technical support to staff.
  • Communicate clearly with stakeholders.
  • Maintain written procedures and tracking tools.
  • Assist with staff training.
  • Complete required trainings.
  • Provide reports as assigned.
Knowledge, Skills, and Abilities:
  • Ability to lead others in implementation efforts and technology related projects.
  • Self-starter who can learn and understand new technology quickly and independently.
  • Strong understanding of confidentiality, privacy, and HIPAA requirements related to PHI.
  • High attention to detail and accuracy in managing sensitive information.
  • Ability to follow and enforce access controls, policies, and procedures consistently.
  • Proficiency with electronic health records (EHRs), portals, and database systems.
  • Strong organizational, time-management, and documentation skills.
  • Effective written and verbal communication skills.
  • Ability to work independently while collaborating with multidisciplinary teams.
  • Professional judgment and discretion when handling sensitive situations.
Education and Experience:
  • Associate's degree or higher in a related field preferred.
  • Minimum of one (1) year of relevant experience required.
  • Experience with EHRs, portals, or systems containing PHI preferred.
  • Equivalent combination of education and experience may be considered.
All experience and education requirements, except when required by federal, state, or local laws, may be waived at the discretion of management with approval of the Executive Director in collaboration with Human Resources.

Physical Requirements/Working Conditions:
  • Ability to sit continuously.
  • Ability to reach above shoulder level.
  • Ability to turn/twist upper body.
  • Ability to use hands for repetitive motions and fine motor tasks.
  • Must be able to travel throughout Upstate NY as needed.
  • Ability to sit and work at a computer for extended periods.
  • Ability to communicate effectively in person, by phone, and electronically.
  • Standard office or hybrid work environment.
*Reasonable accommodations may be made in accordance with applicable law.

Corporate Qualifications/Expectations:
  • Adhere to all Prime Care Coordination policies and procedures.
  • Adhere to the Agency Mission, Vision, Shared Values, and Customer Service Standards.
  • Attend mandatory education and training; maintain required certifications.


The listed salary range represents the organization's good faith and reasonable estimate of the range of possible compensation at the time of posting. The offered salary will be determined by: Applicant qualifications and experience, education, position specific licensing/training and departmental budgets.

Prime Care Coordination is committed to equal employment opportunity. We recruit, employ, train, compensate, and promote without regard to race, religion, color, national origin, age, sex, disability, protected veteran status, or any other basis protected by applicable federal, state, or local law. Prime Care Coordination will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 585-341-4600

About the Company

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CDS