Job Description
Position Overview
The Medical Information Coordinator supports the home’s administrative, financial, and medical records functions. This role works closely with leadership, clinical teams, and external partners to ensure accurate invoice processing, record maintenance, and regulatory compliance.
You’ll serve as a key resource for both administrative workflows and medical records management—helping ensure operations run smoothly while maintaining the integrity and confidentiality of resident information.
Schedule:
Full-time days, 40 hours/week - Primarily Monday–Friday.
What You’ll Do
Administrative & Financial Support
• Assist with routing, coding, and processing accounts payable, including ancillary medical bills
• Prepare and submit purchase orders; maintain purchase order log and documentation
• Process monthly invoices and manage vendor payments, including P-Card transactions
• Upload and code invoices in procurement systems and track approvals
• Maintain expense records and support budgeting-related processes
• Request and manage vendor documentation (e.g., W-9s)
Records & Compliance Management
• Maintain facility records, including contracts, agreements, and licenses in compliance with regulations
• Ensure documentation aligns with state, federal, and VA requirements
• Support audits, surveys, and compliance reviews
Medical Records Coordination
• Assist in organizing and maintaining the medical records system
• Scan and upload documentation into electronic medical records (EMR)
• Ensure records are complete, properly coded, signed, and securely stored
• Maintain tracking logs for released medical information
• Support the destruction process for records in accordance with policy
• Assist with insurance denials and records compilation
• Coordinate with consultants and survey teams to ensure compliance
Clinical & Operational Support
• Complete provider credentialing processes
• Support data collection efforts for quality initiatives (QAPI)
• Track Medicaid eligibility documentation and coordinate with Social Services
• Provide administrative support to leadership and clinical staff (e.g., assisting on the
unit, supporting resident transportation, serving as primary backup for lead
receptionist.
Team & Organizational Support
• Attend staff meetings and required trainings
• Collaborate across departments to support efficient operations
• Perform other related duties as assigned
What We’re Looking For
• An associate or bachelor’s degree in healthcare or business related
field is preferred.
• Minimum of 3 years of experience in administrative support, medical records, or
healthcare operations.
• Knowledge of accounts payable, invoicing, or financial coordination preferred
• Ability to manage multiple tasks and maintain accurate records
• Familiarity with electronic medical records (EMR) systems and Microsoft Office
• Understanding of confidentiality and compliance requirements in healthcare
Why Join Us?
• Competitive Pay (based on experience)
• MainePERS Pension Plan for long-term financial security
• Generous Paid Time Off
• Comprehensive Health, Dental & Vision Insurance
• Tuition Reimbursement & Professional Development
• Supportive, Mission-Driven Culture
• Opportunities for Growth & Advancement