[Hiring] Virtual Medical Records Coordinator @Staffing for Doctors

Role Description

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.

Qualifications

• Minimum 2+ years of direct experience supporting a U.S.-based medical practice or outpatient clinic.
• Proven experience requesting, tracking, retrieving, and filing medical records within an EMR system.
• Comprehensive understanding of HIPAA privacy rules, Release of Information guidelines, and patient consent requirements.
• Demonstrated ability to independently track high-volume open requests through completion with meticulous follow-up habits.
• Excellent written and spoken English for professional phone calls and email communications with hospital health information management (HIM) departments.
• Quiet, private, HIPAA-compliant home office equipped with a reliable computer (PC/Mac), high-speed internet, backup power/internet, and a clear headset.

Requirements

• Submit outbound records requests to hospitals, imaging centers, and specialist offices.
• Track pending requests and conduct relentless follow-up to resolve missing documentation.
• Upload, index, and categorize incoming medical records into the correct Epic patient chart.
• 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.
• Manage the full life cycle of medical records (Request - Track - Follow Up - Receive - Verify - File - Complete) without letting urgent items drop.
• Identify, categorize, and archive critical cardiology reports (ECGs, Echos, Cardiac CT/MRI, Angiograms, Device checks) into Epic with 100% filing accuracy.
• Process incoming/outgoing records requests, verify signed HIPAA release authorizations, document released items, and escalate legal subpoenas or unusual requests per protocol.
• Communicate professionally via phone and email with outside hospital HIM departments, imaging facilities, testing labs, and clinics to expedite urgent record retrievals.
• Utilize Epic work queues, internal notes, document categorization modules, and routing tools to maintain clean chart records.

Benefits

• 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

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.