QI Coordinator - Records Specialist

Harbor is seeking a Quality Improvement Coordinator – Records Specialist to join the team in Toledo! This role supports QI and medical records functions through administrative support and compliant management of health information to help ensure regulatory compliance and efficient QI operations.

Position is full-time.

REQUIREMENTS

Education:

• Minimum of an Associate’s degree from an accredited college.

Experience:

• A minimum of 2 years of experience in medical records or health information management experience.
• Strong understanding of HIPAA regulations and healthcare documentation requirements.
• Proficient in electronic health record (EHR) systems and Microsoft Office Suite.
• Excellent organizational, problem-solving, and communication skills.
• Ability to manage multiple tasks, meet deadlines, and work collaboratively with multidisciplinary teams.

Licensure and Certifications:

• Must have a valid driver’s license, acceptable driving record, and show proof of personal auto insurance policy to be deemed insurable with Harbor’s vehicle insurance carrier.

Preferred Qualifications:

• RHIA or RHIT Certification.
• Bachelor’s degree in Health Information Management, Healthcare Administration, or related field.
• Previous experience in Quality Improvement/Process Improvement related field.

RESPONSIBILITIES

Essential Functions and Primary Responsibilities:

1. Medical Records Department lead for monitoring, tracking, creating, and maintaining Medical Records projects, policies and procedures.
2. Coordinate and support the medical records staff, including assigning tasks, monitoring performance, and providing training as needed.
3. Oversees and performs accurate and timely collection, organization, filing, scanning, retrieval, and release of medical records.
4. Develops and initiates an action plan for record disclosure based on the authorization’s validity and the information requested.
5. Maintains patient data in an orderly fashion ensuring that data scanned in the electronic record is complete, accurate, and filed in the appropriate category.
6. Ensure compliance with all federal, state, and organizational guidelines for privacy, confidentiality, and security of protected health information (PHI).
7. Maintain current knowledge of legal standards related to the release of information, including HIPAA, 42 CFR Part 2, state laws, court procedures, and applicable organization policies.
8. Review and process subpoenas and other legal requests for medical records, ensuring responses are accurate, timely, and compliant with applicable laws serving as the primary contact for external parties (e.g., attorneys, courts, regulatory agencies) regarding subpoena-related requests for medical records.
9. Develop and implement departmental procedures to increase efficiency and accuracy.
10. Serve as a point of escalation for complex records requests or issues.
11. Support accreditation and audit processes by providing necessary documentation and reports.
12. Participate in onboarding, coaching, and professional development of medical records staff in collaboration with the QI Manager.
13. Assist in maintenance of compliance protocols, conduct compliance reviews, assist with internal and external audits, and prepare reports for leadership on compliance activities.
14. Performs routine data entry, trend analysis and reports for QI department activities and performance improvement projects as directed by Quality Improvement staff.
15. Assists with scheduling, preparing materials and other administrative tasks related to Quality Improvement and Medical Records activities.
16. Manages Peer Review Assignment and data collection process.
17. Oversees the planning, implementation, and management of key surveys, including Customer Satisfaction and Stakeholder surveys.
18. Assist in the development of Quality Improvement reports including Plan Book and CQI Annual Report.
19. Update policies and procedures as directed by Quality Improvement Staff.
20. Keeps current with trends and developments related to essential job competencies and demonstrates continued growth.
21. Attend and/or Chair CQI Committee Meetings, maintain minutes and coordinate follow-up tasks assigned during meetings.
22. Attends team meetings and serves on other teams as requested.
23. Assists QI team with events, training, projects, and daily tasks as needed.

About Harbor: 

• A leading provider of mental health and substance use treatment for over 100 years.
• 350+ clinical staff serving over 24,000 clients annually across multiple locations and within the community.
• Services include counseling, medication management, primary care, psychological testing, case management, substance use treatment, residential services, vocational programs, and more!

Why Work for Harbor?

• Medical, dental, and vision coverage
• Retirement plan with company match
• Generous paid time off, sick time, and paid holidays
• Tuition and professional license reimbursement programs
• Clinical supervision hours offered
• Opportunity to make a difference in your community