We are seeking an exceptionally organized, detail-oriented, and persistent Virtual Medical Records Coordinator to take complete ownership of the medical records workflow for a high-volume Cardiology practice. In this key role, you will be responsible for requesting, tracking, receiving, verifying, and filing diagnostic and clinical records into Epic EHR, ensuring our clinical team has complete patient data prior to encounters.
The ideal candidate possesses an ownership mindset—understanding that simply sending a records request is only the first step. You must systematically track, follow up, receive, verify, and file each record through full resolution while maintaining strict adherence to HIPAA and Release of Information (ROI) guidelines.
Working Environment & Core Schedule
- Role Title: Virtual Medical Records Coordinator (Cardiology)
- Status: Full-Time (40 Hours / Week)
- Schedule: Monday – Friday, 8:00 AM – 5:00 PM (US Local Business Hours)
- Core EHR Platform: Epic EHR (Strongly Preferred)
- Specialty Focus: Cardiology & Cardiac Diagnostics
Top 3 Daily Tasks
- Records Requests & Follow-Up (Primary Focus): Submit outbound records requests to hospitals, imaging centers, and specialist offices; track pending requests; conduct relentless follow-up; and resolve missing documentation.
- Epic Document Management: Upload, index, and categorize incoming medical records into the correct Epic patient chart—verifying demographics, routing to attending cardiologists, and eliminating duplicate entries.
- Cardiology Records Coordination: Organize and file specialty-specific cardiac data, including consult notes, discharge summaries, EKGs, echocardiograms, stress tests, Holter/event monitor logs, cardiac cath reports, and labs.
Core Responsibilities
- End-to-End Records Workflow: Manage the full life cycle of medical records (Request - Track - Follow Up - Receive - Verify - File - Complete) without letting urgent items drop.
- Specialty Document Handling: Identify, categorize, and archive critical cardiology reports (ECGs, Echos, Cardiac CT/MRI, Angiograms, Device checks) into Epic with 100% filing accuracy.
- Release of Information (ROI) & HIPAA Compliance: Process incoming/outgoing records requests, verify signed HIPAA release authorizations, document released items, and escalate legal subpoenas or unusual requests per protocol.
- Cross-Facility Coordination: Communicate professionally via phone and email with outside hospital HIM departments, imaging facilities, testing labs, and clinics to expedite urgent record retrievals.
- Epic Chart Navigation & Work Queues: Utilize Epic work queues, internal notes, document categorization modules, and routing tools to maintain clean chart records.
Requirements
- U.S. Practice Tenure: Minimum 2+ years of direct experience supporting a U.S.-based medical practice or outpatient clinic.
- Medical Records Expertise: Proven experience requesting, tracking, retrieving, and filing medical records within an EMR system.
- HIPAA & ROI Mastery: Comprehensive understanding of HIPAA privacy rules, Release of Information guidelines, and patient consent requirements.
- Ownership Mindset: Demonstrated ability to independently track high-volume open requests through completion with meticulous follow-up habits.
- Communication Skills: Excellent written and spoken English for professional phone calls and email communications with hospital health information management (HIM) departments.
- Remote Workspace Setup: Quiet, private, HIPAA-compliant home office equipped with a reliable computer (PC/Mac), high-speed internet, backup power/internet, and a clear headset.
Strongly Preferred Qualifications
- EHR System: Recent hands-on experience navigating Epic EHR (chart navigation, document upload/indexing, work queues, routing).
- Specialty Background: Prior experience in Cardiology or high-volume specialty practice workflows.
- Hospital/HIM Background: Previous experience working within hospital records departments, HIM units, or dedicated ROI teams.
Ideal Candidate Profile
You are a tenacious, highly organized medical records professional who takes personal pride in complete chart preparation. You navigate Epic with precision, know exactly how to track down missing cardiac test results from hospital systems, and never consider a records request finished until it is properly verified and filed.
