Admin Services & Medical Records Coordinator

Admin Services & Medical Records Coordinator | Atos Medical-US | New Berlin, WI | Remote

Join a growing company with a strong purpose!

Do you want to make a difference for people breathing, speaking and living with a neck stoma? At Atos Medical, our people are the strength and key to our on-going success. We create the best customer experience and thereby successful business through our 1300 skilled and engaged employees worldwide.

About Atos Medical

Atos Medical is a global leader in neck stoma care—dedicated to improving the lives of people living with laryngectomy and tracheostomy. With origins in Sweden and Germany, both our Laryngectomy and Tracheostomy brands bring decades of expertise and innovation in voice and respiratory care, offering trusted solutions such as the Provox® voice prosthesis and TRACOE tracheostomy products.

As part of the Coloplast Group, we operate in over 90 countries with a shared commitment to clinical excellence, patient support, and high-quality medical devices that help people breathe, speak, and live more comfortably.

We are seeking a Admin Services & Medical Records Coordinator to join our team!

Summary:

The Admin Services & Medical Records Coordinator performs a variety of administrative and medical record support duties across departments to ensure accurate patient documentation, smooth intake processes, and excellent customer service. This role verifies, organizes, and maintains medical records; facilitates intake of demographic and insurance information; and communicates with patients, providers, and internal teams to promote continuity of care. As a floater, this position provides coverage and cross-functional support for both administrative services and medical records needs, helping to ensure compliance with regulations, accuracy of documentation, and timely resolution of inquiries.

Job Responsibilities:

Intake & Documentation

• Ensure all demographic and insurance information is accurate and complete.
• Verify that all actively ordering end users have a valid prescription on file.
• Ensure all intake forms are properly signed and filed.
• Process paperwork for new clients efficiently and in line with protocols.
• Maintain departmental accuracy standards for all data entered into the client management system.
• Follow up with end users within 24 hours when documentation is incomplete or invalid.

Medical Records Management

• Request pertinent and relevant records for patient care, quality review, and audits in a timely manner.
• Upload all received documents into the patient’s electronic health record.
• Review each medical record for appropriate diagnosis, documentation of medical necessity, and provider electronic signature.
• Facilitate the correction of deficient documentation.
• Coordinate the secure release of medical information to insurance companies, attorneys, and state/federal agencies upon request.
• Notify requesters when records are available.
• Maintain customer records by entering information accurately and completely.
• Retain knowledge of Medicare policies and federal/state regulations

Quality & Compliance

• Observe confidentiality and safeguard all patient-related information.
• Identify and report errors and quality deficiencies to manager.
• Adhere to company requirements, policies, and standards.

Communication & Collaboration

• Communicate effectively and constructively with team members and other departments to reduce conflict and resolve issues.
• Maintain positive working relationships within and across departments.
• Contribute ideas for problem-solving and process improvements to enhance customer service and productivity.
• Cross train employees as necessary

Customer Service & Support

• Answer, document, and resolve or escalate incoming telephone, fax, and email inquiries.
• Follow up with clients to provide information and document interactions.
• Follow up with outside facilities to gather information and document interactions.
• Communicate constructively with team members to reduce conflict and resolve issues effectively.
• Ensure smooth end user flow throughout the intake process.

Other

• Other tasks and projects as assigned by leadership

Basic Qualifications:

• High school diploma or GED
• One to two years of related medical records and/or administrative experience in a health care setting.
• Experience with computers and demonstrated proficiency with software programs.

Preferred Qualifications:

• Associate degree in medical office management, health information management or related field.
• Two to three years of experience working with database management of medical records.
• Working knowledge in a durable medical equipment environment, procedures, and criteria.
• Knowledge of medical terminology preferred.
• Experience in Brighttree and Epic preferred

Skills and Abilities:

• Knowledge of health information management services, preferably Brighttree and EPIC
• Strong organizational and interpersonal skills.
• Ability to determine appropriate course of action in more complex situations.
• Commitment to customer service excellence and high standards.
• Excellent written and oral communication skills.
• Displays the ability to communicate with others effectively, listen closely and convey points clearly.
• Strong organizational, problem-solving, and analytical skills.
• Ability to manage priorities and workflow.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Acute attention to detail.
• Clerical skills including proficiency with date entry and computer programs (i.e. Microsoft Word, Excel, and Outlook).
• Ability to effectively communicate with people at all levels and from various backgrounds.
• Bilingual skills a plus.
• Ability to take initiative and work independently.
• Call center experience desired as position entails a high amount of interaction over the phone.

We offer:

You will be part of an ambitious work environment in which teams work together to continuously grow and develop the business. You will have great opportunities to learn and develop, and you will be offered a competitive salary package and benefits.

Atos Medical is a global leader with Swedish headquarters and more than 20 subsidiaries worldwide. Guided by our superpowers—patient-centric, dedication, agile, and the belief you never walk alone—we bring purpose to everything we do. We connect with stakeholders, involving them in our activities and striving to support and empower our users and each other every day. No matter whom we interact with – users, colleagues, health care professionals, business partners – respect and integrity are at the core of everything we do.

Additional benefits:

• Flexible work schedules with summer hours
• Market-aligned pay
• 401k dollar-for-dollar matching up to 6% with immediate vesting
• Comprehensive benefit plan offers
• Flexible Spending Account (FSA)
• Health Savings Account (HSA) with employer contributions
• Life Insurance, Short-term and Long-term Disability
• Paid Paternity Leave
• Volunteer time off
• Employee Assistance Program
• Wellness Resources
• Training and Development
• Tuition Reimbursement

Atos Medical, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status. To request reasonable accommodation to participate in the job application, please contact 800-217-0025.

Founded in 1986, Atos Medical is the global leader in laryngectomy care as well as a leading developer and manufacturer of tracheostomy products. We are passionate about making life easier for people living with a neck stoma, and we achieve this by providing personalized care and innovative solutions through our brands Provox®, Provox Life™ and Tracoe.

We know that great customer experience involves more than first-rate product development, which is why clinical research and education of both professionals and patients are integral parts of our business. 

Our roots are Swedish but today we are a global organization made up of about 1400 dedicated employees and our products are distributed to more than 90 countries. As we continue to grow, we remain committed to our purpose of improving the lives of people living with a neck stoma.

Since 2021, Atos Medical is the Voice and Respiratory Care division of Coloplast A/S

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