What are the responsibilities and job description for the Medical Records Manager position at Colorado Springs Cardiology?

Job Description

Colorado Springs Cardiology (COSC), in partnership with Heart & Vascular Partners, seeks a hard-working, team-oriented individual to join our team and serve as a Medical Records Manager. As a Medical Records Manager, you are responsible for overseeing the management, organization, and maintenance of patient medical records within the healthcare facility. This role ensures compliance with regulations such as HIPAA, maintains accurate and secure medical documentation, and implements efficient systems for storing, retrieving, and disposing of patient records. The Medical Records Manager also collaborates with clinical and administrative staff to ensure proper documentation practices and fosters a secure environment for patient information.

Essential Functions of the Role :

Staff Management : Supervise and lead the medical records teams, ensuring optimal staffing levels and efficient workflows. Provide guidance, mentorship, training and performance evaluations to ensure professional development and accountability. Supervise in-house provider credentialing process ensurign all providers are maintaining appropriate credentials.
Medical Records Management : Oversee the creation, maintenance, and storage of all patient medical records, ensuring that all information is accurate, complete, and up-to-date. Ensure proper handling and organization of both electronic and paper medical records in compliance with healthcare standards and regulations. Work with the clinical team to ensure all patient care documentation is appropriately completed and included in medical records.
Record Retrieval & Access : Ensure that medical records are readily accessible for healthcare providers, patients, and authorized personnel as required. Oversee the process for requesting, retrieving, and releasing medical records, adhering to privacy and security protocols. Address patient or family requests for medical records, ensuring the timely and accurate release of information in accordance with policies. Assist in ensuring smooth process for patient referrals.
Technology & System Management : Oversee the implementation and maintenance of electronic health record (EHR) systems, ensuring data integrity, security, and user accessibility. Coordinate with IT staff to address system issues and ensure smooth operation of the medical record systems. Participate in system upgrades and improvements, ensuring staff are properly trained on new features and protocols.
Quality Assurance & Improvement : Monitor and improve the accuracy, timeliness, and completeness of medical records. Conduct periodic reviews of medical records to ensure compliance with legal, clinical, and regulatory standards. Implement quality control processes to enhance documentation practices, improve efficiency and maintain high quality control standards.
Collaboration and Communication : Serve as the primary point of contact between clinical and front office staff as it pertains to maintaining patient records. Work with other departments (e.g., billing, scheduling, patient services) to ensure a seamless patient experience for referrals, authorizations. Coordinate and participate in regular staff meetings to provide updates, discuss challenges, and share best practices.

Qualifications :

Bachelor’s degree in Health Information Management, Healthcare Administration, or a related field preferred.

Certification as a Registered Health Information Administrator (RHIA) or Certified Health Information Technician (RHIT) is highly preferred.

Minimum of 3-5 years of experience in health information management, medical records, or a related field, with at least 2 years in a supervisory or management role.

In-depth knowledge of HIPAA regulations and medical record management best practices.

Strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.

Excellent communication and interpersonal skills, with the ability to work effectively with clinical and administrative staff.

Proficient in health information systems, EHR platforms, and Microsoft Office Suite.

Strong problem-solving skills and the ability to resolve issues related to recordkeeping and access.

Additional certifications in medical coding, health information privacy, or other relevant areas a plus.

Physical Requirements

As a Medical Records Manager with COSC, you must be able to :

Travel between multiple practice locations as needed

Stand or walk for periods when observing staff, conducting rounds, and / or participating in staff meetings and training sessions at different practice locations.

Sit for extended periods during meetings, report reviews, or administrative tasks, such as managing schedules, budgets, and compliance documentation.

Use office equipment (computers, phones, and fax machines) and other technology tools required for administrative tasks. Frequently lifting light materials (up to 20-25 pounds) and occasionally lifting up to 50 pounds.

Demonstrate the ability to work in a high-pressure, fast-paced environment with the capacity to handle a variety of administrative responsibilities across multiple locations. This includes responding to patient complaints and addressing any compliance or regulatory concerns quickly.

Company Benefits

COSC offers its teammates :

Competitive Wage

401K with match up to 4%, vested immediately at 100% once contributions start.

Flexible work options

Pro-rated Paid time off with graduated PTO for years of service, up to 5 weeks a year

Equal Employment Opportunity Statement

COSC / Heart & Vascular Partners provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

The statements contained herein are intended to describe the general nature and level of work performed by the Medical Records Manager but is not a complete list of the responsibilities, duties, or skills required. Other duties may be assigned as business needs dictate. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

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