Virtual Medical Records Coordinator – Cardiology
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Job Description
Virtual Medical Records Coordinator managing cardiology records for a U.S. practice. Tracking requests, filing diagnostic data, and maintaining accurate Epic EHR charts.
Responsibilities:
- Submit outbound records requests to hospitals, imaging centers, and specialist offices
- Track pending requests, conduct follow-up, and resolve missing documentation
- Upload, index, and categorize incoming medical records into the correct Epic patient chart
- Verify patient demographics, route records to attending cardiologists, and eliminate duplicate entries
- Organize and file cardiology records including consult notes, discharge summaries, EKGs, echocardiograms, stress tests, Holter/event monitor logs, cardiac catheterization reports, and labs
- Manage the complete medical-records lifecycle: request, track, follow up, receive, verify, file, and complete
- Identify, categorize, and archive cardiology reports including ECGs, echocardiograms, cardiac CT/MRI, angiograms, and device checks
- Process incoming and outgoing records requests and verify signed HIPAA release authorizations
- Document released items and escalate legal subpoenas or unusual requests according to protocol
- Communicate by phone and email with outside hospital HIM departments, imaging facilities, testing labs, and clinics
- Utilize Epic work queues, internal notes, document categorization modules, and routing tools to maintain clean chart records
Requirements:
- 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
- Recent hands-on experience navigating Epic EHR (chart navigation, document upload/indexing, work queues, routing) strongly preferred
- Prior experience in Cardiology or high-volume specialty practice workflows strongly preferred
- Previous experience working within hospital records departments, HIM units, or dedicated ROI teams strongly preferred
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