Records coordinators archive records and access files for citizens. .
A records coordinator is a person who organizes and manages paper files, electronic files, or both. These individuals are typically 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 background in computer science.
Completing routine forms is one of the most fundamental responsibilities of a records coordinator. Each time a form needs to be filed, it is up to him to classify it and place it in the proper place. This duty requires that a records coordinator be organized and have a thorough knowledge of the records he maintains. In addition, he will need to organize records consistently to ensure that all forms are in the correct place. In some cases, it may also occasionally 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.
Accessing records for individuals is also a big part of this job. For example, if he is working at a university, he may need to locate student records to gather information. If he is working at a government institution, he 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, he may only oversee a handful of employees. In larger ones, he may have a fairly large staff that helps keep records accurate and organized. This element of the job requires a person with solid 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 he is working for a government institution, he may need to find information to produce a budget report. This practice involves locating relevant documents and extracting the necessary data. Accumulating data can sometimes be tedious and time consuming if there is a large volume of documents involved.
In addition, the records coordinator must also create reports after the necessary data is found. In most cases, this requires him to enter data into a computer. Afterwards, it will print tables or graphs that explain trends in the data. After obtaining the charts or graphs, he often shares the information with relevant individuals, face-to-face or via online correspondence.