Records & Compliance Coordinator | REMOTE OREGON ONLY - Sandy - T&T Cares LLC

Description

REMOTE: PRIMARY LOCATION MUST BE OREGON

Position Summary

The Records & Compliance Coordinator is responsible for processing, maintaining, and tracking company records within internal compliance systems. This role ensures employee, client, and company documentation is accurately created, filed, updated, and monitored to meet regulatory, contractual, and organizational requirements. The Records & Compliance Coordinator plays a key role in keeping credentials current and ensuring expiring items are tracked and renewed on time.

Key Responsibilities

Records Processing & Organization

• Process and maintain employee, client, and company records in compliance systems and electronic databases.
• Create, organize, and file required documentation in both digital and physical formats as needed.
• Ensure records are accurate, complete, current, and properly categorized, and securely stored.
• Maintain confidentiality and handle all records in compliance with privacy laws and organizational policies.

Compliance Tracking & Credential Management

• Track expiring credentials, licenses, and required documentation for employees, clients, and company operations.
• Maintain logs and reports related to credential expiration status and renewal deadlines.
• Send reminders and follow up on renewal requirements prior to expiration.
• Ensure credential documentation is received, reviewed for completeness, and filed correctly.
• Contact applicable staff and clients regarding missing, expired, or out of compliance documentation

Medical Records Requests

• Request medical records and supporting documentation from medical providers as needed.
• Track record requests to ensure timely receipt and follow up on missing or incomplete documentation.
• Handle all medical records in accordance with HIPAA and privacy requirements.
• Ensure all records are filed in the appropriate system accordingly.
• Send, track, and process Releases of Information (ROIs).

System Management & Data Entry

• Enter and update compliance-related information in agency systems accurately and on time.
• Run routine compliance reports and verify system documentation is current and correct.
• Assist with internal and external audits by gathering and preparing documentation, ensuring records are prepared for review.
• Identify missing, outdated, or incomplete information and coordinate corrections.

Communication & Support

• Communicate professionally with staff and leadership regarding missing records, required updates, and credential renewals.
• Provide clear guidance to employees regarding documentation requirements.
• Support onboarding and ongoing compliance processes through accurate record tracking.

Qualifications

• High school diploma or equivalent required (Associate's degree preferred).
• 1+ year experience in records processing, administrative support, HR support, compliance, or similar role preferred.
• Strong organizational skills with the ability to manage multiple deadlines.
• Proficiency with computers and data entry systems (e.g.,Microsoft Office, Google Workspace, and/or compliance tracking software).
• Strong typing skills and ability to enter information accurately and efficiently.
• Ability to handle confidential and sensitive information with professionalism.
• Experience working with protected or medical information (HIPAA) preferred.
• Oregon residency required.

Skills & Competencies

• Strong attention to detail and accuracy
• Excellent time management and follow-through
• Ability to maintain organized electronic filing systems
• Professional written and verbal communication
• Efficient typing and data entry skills
• Ability to work independently and prioritize tasks
• Familiarity with compliance processes, credential tracking, and medical record requests (preferred)

Work Expectations

• Maintain strict confidentiality of employee, client, and medical information.
• Meet deadlines for expiring credentials and required documentation.
• Ensure recordkeeping aligns with company policy and compliance expectations.

Schedule & Pay

• Schedule: Monday-Friday, 8:00 a.m. - 4:00 p.m.
• Pay Range: $ $28.00 per hour

T & T Cares LLC is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected status. Employment may be contingent upon successful completion of required background checks and eligibility to work with protected populations, as required by ODHS and state regulations. Employment with T & T Cares LLC is at-will unless otherwise specified by law or written agreement.