The Medical Records Supervisor is responsible for overseeing the daily operations of the medical records department, ensuring accurate, secure, and timely handling of patient health information. This role supervises staff, maintains compliance with healthcare regulations (e.g., HIPAA), and supports the implementation and management of Electronic Health Record (EHR) systems.
Join VitalCaring – Where Your Passion Changes Lives!
Are you looking for a career where compassion meets purpose? At VitalCaring, we’re more than a home health and hospice provider—we’re a family that supports, inspires, and uplifts both our patients and our team members.
Who We Are
Founded in 2021, VitalCaring has grown into a leading provider of home health and hospice services, with over 65 locations across the country. We are committed to fostering a culture of support, growth, and excellence for our team that is the backbone of how we ensure we deliver exceptional patient care.
Why Choose VitalCaring?
Work That Fits Your Life – Discover the ideal balance of purpose and flexibility. As a full-time salaried clinician, you’ll enjoy the stability of a consistent role with the freedom to manage personal commitments throughout your day. Our field team thrives in an environment that empowers them to make a real impact—while still having the time and space to prioritize what matters most at home. With a generous 6 weeks of paid time off each year, you’ll have the opportunity to recharge, reconnect, and return ready to do your best work.
Make a Meaningful Impact – Help patients and families navigate their healthcare journey with compassion and dignity.
Thrive in a Supportive Team – Work with a team who genuinely care and invest in your success.
As a Medical Records Supervisor You Will
- Implements and follows established company Standard Operating Procedures (SOP) regarding Medical Records department. Responsible for employee training and mentoring, reviewing work for accuracy and efficiency, monitoring team performance. As subject matter expert for team, answers questions and provides daily support and guidance as needed.
- Hosts and documents monthly 1:1’s with direct reports to discuss performance, communicate issues, foster productive relationships, and maintain open communication with each team member.
- Develops and communicates goals and objectives, documents and hosts annual performance reviews for each team member. Provides opportunities for professional growth and development.
- Perform regular audits of records for accuracy, completeness, and security.
- Visually verifies and ensures all Physician Orders and other appropriate documents have been uploaded to EMR with a physical, signed, corresponding document.
- Reviews uploaded documents for identification of unacceptable signatures, dates and/or illegible documents.
- Ensures all patients receiving therapy have appropriate corresponding orders entered in the EMR with signatures.
- Collaborate with clinical and administrative staff to support efficient collection of orders.
- Identifies potential Bad Debt and reports to the Revenue Cycle Manager, Revenue Cycle Director, and Vice President, Revenue Cycle in a timely fashion.
- Generate reports and statistics related to medical record activities, compliance, and productivity.
- Works with internal and external personnel to approve and clear billing per company policy and regulatory guidelines.
- Ensure timely and accurate processing, retrieval, and storage of medical records.
- Maintains effective, professional communication with internal and external staff including communication of frequent chart errors to the department and operational leaders.
- Prepares and submits accurate reports as requested.
- Maintains compliance with internal policies, procedures, and regulations, including federal and state laws.
- Performs all other duties as assigned.
Additional Requirements
- Requires working under some stressful conditions to meet deadlines of company needs.
- Requires ability to communicate clearly and make self-understood effectively in face-to-face interactions; articulate with accuracy to communicate using phone.
- Requires ability to hear and receive verbal instructions correctly, answer phones, communicate professionally with people in situations with some background noise.
- Requires ability to concentrate on fine detail with frequent interruption.
- Requires ability to understand and relate to specific ideas one at a time and to the concepts behind specific ideas; ability to remember verbal and written tasks/assignments.
- Excellent computer software skills necessary to produce accurate documents and materials required.
- Requires ability to work effectively under minimal supervision; exercise excellent, sound professional judgment and maintain confidentiality.
- Statement of Understanding: I have read the above
Skills For Success
- Computer skills required, knowledge of MS Office, Excel, Outlook, Teams, and similar software preferred.
- Excellent interpersonal and organizational skills required.
- Strong understanding of healthcare documentation and medical terminology.
- Knowledge of HIPAA, CMS, and state/federal regulations related to medical records.
- Proficient in EHR systems (e.g., Epic, Ochsner) and Microsoft Office Suite.
- Excellent organizational, leadership, and communication skills.
- High attention to detail and data accuracy.
- Ability to manage multiple tasks and meet deadlines.
Experience To Deliver On Our Mission
- High School Graduate (College Preferred).
- Three years’ Medical Records or Health Information Management preferred.
- One year supervisory or leadership experience preferred.
- Experience working with remote teams is preferred.
