Health Information Coordinator Lead

    • Job Tracking ID: 512365-659966
    • Job Location: Petaluma, CA
    • Job Level: Entry Level (less than 2 years)
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: December 03, 2018
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

The Petaluma Health Center’s mission is to provide high quality health care, with access for all, in Southern Sonoma County. The Center accomplishes this mission through collaborative, innovative programs, services and referral resources that meet the economic needs of the entire community.

The Petaluma Health Center is an eight-time award winner in the North Bay Business Journal’s Best Places to Work for 2017, 2016, 2015, 2014, 2013, 2012, 2011 and 2009 and we were named as one of '2015 Healthiest Companies in the North Bay' by the North Bay Business Journal.

We are a Federally Qualified Health Center (FQHC) that provides primary medical care and mental health services to residents of Petaluma, Rohnert Park, Cotati, Penngrove and surrounding areas. We are organized as a private, non-profit corporation and governed by a consumer and community led Board of Directors.

For more information about us, please visit us at

Position Title: Health Information Coordinator Lead

Summary: The Health Information Coordinator Lead is responsible for the coordination of all preparation, filing and maintenance of medical records for the Petaluma Health Center and the training of all new Health Information Coordinators.

Duties and Responsibilities: The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons (including, but not limited to the following):

Patient Care:

  • Complete in a timely manner telephone encounters received from providers, staff and patients.
  • Check providers’ schedules in the morning for any added appointments.
  • Fax or mail various reports, provider orders, lab notifications, etc. per provider request. File and/or document requested information into patient chart(s).
  • Prepare, fax and / or mail Health Information Release requests.
  • Assist with phone messages and faxed requests as needed.
  • Assist with patient requests for medical records.
  • Follow up on pending/outstanding referrals.
  • Chart prep for the following day.
  • Close open referrals when consult notes are received. Follow up on pending and outside referrals as needed.
  • Mail: open, scan and /or distribute mail to appropriate recipients.
  • Assist providers and staff on urgent requests.
  • Follow up on the deceased and transfer care protocol.
  • Completes annual utilization review for medical records team.

Lead Responsibilities:

  • Trains new Health Information Coordinators
  • Performs other duties as assigned by Team Manager.
  • Participates in interviews to hire new or replacement HICs
  • Floats to all teams to provide admin time or vacation/sick coverage.

Experience and Skills:

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Completion of medical records or medical secretarial program, preferred.
  • Experience in completing forms with detail.
  • Sensitivity to the needs and situations of a multi-cultural population from a variety of income levels.
  • Excellent communication skills, both written and verbal.


  • High school diploma or equivalent
  • Two years or more experience as a file or records clerk in a health care setting, preferred

Other Desired Skills:

  • An energetic and creative individual with high standards and an appropriate professional image.
  • Proven ability to handle multiple projects and meet deadlines.
  • Versatility, flexibility and willingness to work within an ambiguous, fast-paced environment.
  • Demonstrated resourcefulness in providing solutions and setting priorities.
  • Effective interpersonal skills to work effectively with all levels within the health center.
  • Strong verbal and written communication skills with demonstrated ability to communicate clearly and effectively at all levels.

Licenses and Certifications: None

Language Skills: Ability to communicate effectively in English and Spanish with children and adults in person, on the telephone, and in writing. Ability to effectively present information and respond to questions and requests from patients, co-workers and others as necessary.

Mathematical Skills: Ability to add, subtract, multiply, divide in all units of measure, using whole numbers, common fractions and decimals.

Reasoning Ability: Ability to recognize problems, collect data, and establish facts.

Computer Skills: Computer literate and proficient in MS Office (Word, Excel and Outlook), electronic medical records and web applications.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Movement within health center complex environment repeatedly throughout the day.
  • Ability to write by hand, use phone, use computer keyboard and mouse extensively to perform general office functions.
  • Manual and finger dexterity and wrist-finger speed sufficient to perform repetitive actions for extended periods of time.
  • Ability to effectively communicate by hearing continuously and speech in a manner which can be understood by a diverse population.
  • Ability to give and follow verbal and written instructions with attention to detail and accuracy.
  • Must have visual acuity near and far (20 inches to 20 feet), depth perception, field of vision, ability to focus on an object, ability to identify and distinguish colors.
  • Ability to sit or stand for minimum period of one (1) hour.
  • Ability to frequently walk, bend, squat, stoop, kneel, twist, crouch, and climb with the use of a step stool.
  • Ability to grasp, hold and pick up and reach with hands and arms.
  • Ability to frequently lift and or move up to fifteen (15) pounds.
  • Ability to occasionally lift and carry up to thirty-five (35) pounds (periodic lifting of supplies or equipment).
  • Ability to coordinate multiple tasks simultaneously.