American Hospital Dubai
Incomplete Records Coordinator
- Permanent
- Dubai, United Arab Emirates
- Experience 2 - 5 yrs
Job expiry date: 30/04/2026
Job overview
Date posted
16/03/2026
Location
Dubai, United Arab Emirates
Salary
AED 15,000 - 20,000 per month
Compensation
Job description
The Incomplete Records Coordinator is responsible for managing the tracking, notification, and updating of discharged patient health records, including inpatient and day-case records, to ensure timely and accurate completion of patient health information. The role involves conducting detailed chart analysis to identify missed or incomplete documentation, entering deficiencies into an electronic tracking system, and reviewing automatically assigned deficient records for accuracy. The coordinator ensures chart completion by reviewing documentation for compliance and performance improvement, separating and filing analyzed records in appropriate filing areas, and pulling incomplete records for physicians and ancillary staff to facilitate completion. The role includes preparing weekly incomplete records reports, generating individual physician lists that clarify deficiency types, and sending notifications to Nursing and Allied Health Departments as required. Additional responsibilities include performing secondary record analysis after clinical personnel complete documentation, updating the incomplete records tracking application, and maintaining proper filing systems for completed records. The coordinator also provides physician training regarding incomplete records processes, supports the Release of Information (ROI) section during periods of high workload or staff absence, and performs coordinator duties during absences. Strict confidentiality of all patient data and healthcare information must be maintained at all times. The role operates within the Health Information Management function and ensures compliance with healthcare documentation standards, legal record requirements, and hospital policies while maintaining accurate and organized medical records within the Medical Records Department.
Required skills
Key responsibilities
- Analyze discharged inpatient and day-case health records through chart analysis to identify missed, incomplete, or deficient documentation and record deficiencies accurately within the electronic tracking system
- Review automatically assigned deficient records to verify accuracy, assess documentation completeness, and ensure compliance with clinical documentation templates and healthcare record requirements
- Examine patient charts for documentation completion and performance improvement opportunities, ensuring that medical records meet hospital standards and regulatory requirements
- Separate, organize, and file analyzed health records within appropriate filing systems to maintain accurate and accessible medical record storage
- Pull incomplete records for physicians and ancillary staff, respond to record completion queries, and support clinical personnel in resolving documentation deficiencies
- Review incomplete records reports weekly, prepare detailed physician-specific deficiency lists, clarify deficiency types, and distribute incomplete record notices to Nursing and Allied Health Departments
- Conduct secondary chart analysis following completion of documentation by clinical personnel to confirm that all deficiencies have been addressed and records are complete
- Provide physicians with guidance and training regarding the incomplete records process, documentation standards, and compliance requirements within the Health Information Management system
- Track and file completed records in the appropriate filing systems while updating the incomplete records application within the tracking system to reflect record status changes
- Maintain strict confidentiality of patient data and health information in accordance with legal record requirements, healthcare confidentiality laws, and hospital policies
- Perform coordinator duties during periods of absence, support the Release of Information (ROI) section during high workload or staff shortages, and complete all assigned tasks in a timely and standardized format
- Perform additional duties assigned by the Director of Health Information within the scope of the employee’s knowledge, skills, and abilities
Experience & skills
- Third-level education with a clinical or healthcare certificate or diploma preferred, including Clinical Degree, Medical Record Technology, International Classification of Diseases (ICD) Coding, or Medical Transcription
- Minimum of three years of professional experience in a healthcare setting within Health Information Management (HIM) or a Medical Records Department (MRD)
- Knowledge of current clinical documentation templates, forms, and medical record documentation requirements used within healthcare environments
- Understanding of legal medical record requirements and healthcare confidentiality laws governing patient health information
- Strong knowledge of medical terminology, healthcare delivery systems, and appropriate levels of healthcare services
- Proficiency in chart analysis techniques to identify incomplete or deficient clinical documentation within patient health records
- Experience maintaining health record systems, managing filing structures, and supporting accurate medical record maintenance processes
- Competence in the use of software applications including Microsoft Word, Microsoft Excel, and Microsoft PowerPoint for reporting, documentation, and administrative tasks
- Ability to utilize electronic tracking systems and healthcare documentation platforms to monitor incomplete records and update record status
- Fluency in written and spoken English to ensure clear documentation, reporting, and communication with healthcare professionals
- Ability to maintain high levels of confidentiality when handling patient data, clinical records, and sensitive healthcare information
- Capability to coordinate with physicians, nursing teams, allied health departments, and administrative units to ensure timely completion of medical documentation