Records coordinators file records and access files for citizens. .
A records coordinator is a person who organizes and manages paper files, electronic files, or both. These people are usually employed by government institutions, universities, or medical facilities. To do this job effectively, a records coordinator must be extremely organized and maintain confidentiality. Some common job roles associated with this position include filling out forms, accessing forms for individuals, supervising subordinates, obtaining data needed for reports, and creating reports.
A records coordinator who works with electronic medical records may have a computer background.
Completing routine forms is one of the most fundamental responsibilities of a records coordinator. Every time a form needs to be filed, it’s up to him to sort it and put it in the right place. This duty requires a records coordinator to be organized and have a thorough understanding of the records that he maintains. In addition, he will need to organize the records consistently to make sure all the forms are in the right place. In some cases, he may also need to destroy certain records, such as legal documents, after a certain period of time.
A records coordinator knows how to locate and extract requested information from archived files.
Access to people’s records is also an important part of this job. For example, if you are working at a university, you may need to locate student records to collect information. If you are working in a government institution, you may need access to legal documents. This aspect of the job requires complete confidentiality, so it is vital that a records coordinator does not share information with unauthorized individuals.
Many records coordinators work in hospitals and medical clinics, organizing patient records.
Supervising subordinates is also common. In smaller departments, you may only supervise a handful of employees. In larger ones, you may have a fairly large staff to help keep records accurate and organized. This element of the job requires an individual with strong leadership skills and the ability to oversee a department.
Another part of being a records coordinator involves getting the data you need for reports. For example, if you work for a government institution, you may need to find information to produce a budget report. This practice consists of locating relevant documents and extracting the necessary data. Sometimes data accumulation can be tedious and time-consuming with a large volume of documents.
In addition, the records coordinator must also create reports after finding the necessary data. In most cases, this requires you to enter data into a computer. Later, you will print tables or graphs that explain the trends in the data. After obtaining the charts or graphs, he often shares the information with the relevant people, face-to-face or through online correspondence.