Medical Records Coordinator

Chesapeake ENT – Chesapeake Specialty Care Are you an organized professional who excels at data integrity and regulatory compliance? Chesapeake ENT is seeking a detail-oriented Medical Records Coordinator to manage health information across our Westminster and Columbia locations. This role is essential to ensuring our clinical teams at both sites have the accurate documentation needed to provide high-quality patient care.

This is a fully in-person position that provides vital support to two of our primary offices. Regular travel between the Westminster and Columbia locations is required. Schedule Primary Locations: Westminster and Columbia, MD Monday–Friday (No weekends!) 8-hour shifts scheduled between 7:30 AM – 5:00 PM 30-minute unpaid lunch What You'll Do Dual-Site Record Management: Accurately scan, index, and upload medical documents, consult notes, and diagnostic results into the EHR system for both the Westminster and Columbia teams.

Maryland Regulatory Compliance: Manage all patient records in accordance with Maryland Health-General § 4-403 (retention) and the Maryland Confidentiality of Medical Records Act . Release of Information (ROI): Process incoming and outgoing record requests, ensuring all disclosures meet HIPAA standards and Maryland's 21-working-day legal requirement. Chart Audit & Preparation: Prepare and audit patient charts ahead of scheduled appointments at both sites to ensure all referrals and clinical records are complete.

Fee Administration: Calculate and apply Maryland-specific copying and preparation fees for medical record requests as permitted by state law. Team Support: Rotate between the Westminster and Columbia offices as assigned to maintain filing systems and assist front desk teams with administrative tasks. What We're Looking For Experience: At least 1 year of medical records or medical office experience (Required).

Regulatory Expertise: Strong knowledge of Maryland Medical Records Regulations and HIPAA privacy rules. Mobility: Willing and able to regularly travel between the Westminster and Columbia offices. Technical Skills: Proficiency in high-volume scanning, digital filing, and navigating Electronic Health Record (EHR) software.

Professionalism: A dependable individual who can manage time effectively while splitting duties between two busy clinical environments. Education & Physical Requirements High school diploma or equivalent required. Prolonged sitting and significant computer/keyboard use.

Ability to lift up to 25 pounds. Benefits Medical, dental, and vision insurance Short-term disability and life insurance Paid time off (PTO) 401(k) retirement plan