Position Summary
The Medical Records Coordinator is responsible for coordinating the retrieval, management, tracking, and secure transmission of medical records and supporting documentation for the VA Recovery Audit Contractor (RAC) Program. This position serves as a liaison between healthcare providers, internal staff, and program stakeholders to ensure timely and accurate collection of records while maintaining compliance with contractual, regulatory, and program requirements.
Essential Duties and Responsibilities
- Coordinate and manage medical record retrieval activities from VA systems and external healthcare providers.
- Track record requests and monitor case status to ensure timely receipt and submission of required documentation.
- Verify that all medical records are accurately associated with the appropriate claim, case, or audit file.
- Maintain point-in-time record snapshots in accordance with program requirements and document retention policies.
- Upload and organize records through secure file transfer protocols (SFTP) using established file naming conventions and quality standards.
- Conduct provider outreach regarding medical record requests, missing documentation, and status updates within authorized scope.
- Document provider communication, retrieval efforts, and case activities in designated tracking systems.
- Generate reports related to retrieval status, outstanding requests, turnaround times, and performance metrics.
- Support quality assurance, compliance monitoring, and audit readiness activities.
- Maintain confidentiality and safeguard protected health information (PHI) in accordance with HIPAA, VA requirements, and company policies.
Required Qualifications
- Associate or Bachelor's degree preferred in Healthcare Administration, Health Information Management, Health Sciences, Medical Coding, Nursing, or a related field.
- Two (2) or more years of experience in medical records, healthcare administration, claims support, auditing support, or a related healthcare environment.
- Experience working with electronic medical record (EMR/EHR) systems.
- Proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
- Strong organizational skills with the ability to manage multiple priorities and deadlines.
- Excellent verbal and written communication skills.
- Ability to successfully obtain and maintain a Personal Identity Verification (PIV) card as required for program access.
- Completion of HIPAA training is required prior to the start of employment.
Preferred Qualifications
- Experience supporting government healthcare programs, VA programs, RAC audits, or healthcare claims operations.
- Knowledge of medical record retrieval processes, healthcare documentation standards, and HIPAA requirements.
- Experience using secure file transfer and document management systems.
Knowledge, Skills, and Abilities
- Strong attention to detail and commitment to data accuracy.
- Ability to work independently and collaboratively in a team environment.
- Effective problem-solving and critical-thinking skills.
- Strong customer service and provider relations abilities.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Ability to prioritize workload in a fast-paced environment.
Work Environment
This is a fully remote position. Employees are expected to maintain a dedicated, secure workspace with reliable high-speed internet access and the ability to protect confidential and sensitive information. Work is performed primarily through computer-based systems, telephone communications, email correspondence, and virtual meeting platforms.
