Manager, Medical Records

Panoramic Health; Texas; Hybrid; USD 75,000 - 105,000; Full time

Job summary

Panoramic Health is seeking a Manager of Medical Records to lead cross-practice retrieval of facesheets and medical documentation across all sites. The role oversees a remote U.S.-based team and offshore staff, focusing on reducing charge lag and accelerating cash flow by ensuring timely records delivery to payers.

The ideal candidate has 5+ years in healthcare, 2+ years in medical records, and strong knowledge of athena, Epic, Cerner and Meditech, plus proven leadership of geographically

Qualifications

• Bachelor’s degree preferred.
• 5+ years of experience in healthcare.
• 2+ years of experience in medical records.
• Experience in athena required.
• Working knowledge of Epic, Cerner and Meditech.
• Demonstrated success managing remote and offshore teams.

Responsibilities

• Lead medical records functions, including retrieval of facesheets and documentation from hospital portals.
• Retrieve facesheets proactively to reduce charge lag and accelerate cash.
• Own denials where records were not provided and drive to resolution.
• Manage remote U.S.-based and offshore teams, ensuring quality and adherence to SLAs.
• Train staff on hospital portals and EMRs (athena, Epic, Cerner, Meditech).
• Establish workflows, KPIs, and escalation paths across practices.

Skills

Remote team management

Offshore team leadership

HIPAA compliance

Leadership

Medical records

athena experience

Data-driven decision making

Education

Bachelor’s degree preferred

Tools

athena

Epic

Cerner

Meditech

Job description

The Manager of Medical Records will lead the retrieval of facesheets and medical documentation across all Panoramic Health practices. This includes hospital and facility portal access, records requests, and medical documentation denials where records were not provided to the payer. This role manages a remote U.S.-based team and an offshore team, and is responsible for reducing charge lag and accelerating cash by getting facesheets and medical documentation to the claim before the charge is held or denied.

Responsibilities include:

• Lead all medical records functions, including retrieval of facesheets and medical documentation, reports and notes (MDMs) from hospital and facility portals, EMRs, health information exchange and fax requests to facilities.
• Retrieve facesheets proactively, before the charge is held, to reduce charge lag and accelerate cash.
• Work charges held for missing facesheets to resolution within established timelines.
• Own medical documentation denials where records were not provided to the payer. Retrieve and submit records and track each to resolution.
• Provide facesheet insurance information to Financial Clearance for verification and correction.
• Manage a remote U.S.-based team and an offshore team, ensuring quality, productivity, and adherence to SLAs.
• Submit and manage user access requests for hospital and facility portals, including new access, changes, renewals, and removal when staff leave or change roles.
• Implement and maintain an enterprise process to track portal access across all practices and facilities, including who has access, to which portals, and when access is removed.
• Train staff on hospital portals and EMRs, including athena, Epic, Cerner and Meditech.
• Track and report productivity by user, and correct performance gaps.
• Establish standardized workflows and escalation paths for records retrieval across all practices, facilities and EMRs.
• Establish, monitor, and report on KPIs, including but not limited to: charge lag; facesheet turnaround time; charges held for missing facesheets; records request turnaround time; medical documentation denials; portal access coverage; user productivity.
• Ensure compliance with HIPAA, including minimum necessary access to protected health information.
• Perform other duties and responsibilities as required, assigned, or requested.

Qualifications:

• Bachelor’s degree preferred.
• 5+ years of experience in healthcare.
• 2+ years of experience in medical records.
• Experience in athena required.
• Working knowledge of Epic, Cerner and Meditech required.
• Demonstrated success managing remote and offshore teams, with ability to drive accountability and quality across geographies.
• Working knowledge of hospital portals and hospital EMRs, including Epic, Cerner and Meditech.
• Strong working knowledge of athena.
• Ability to pull facesheets and medical documentation, reports and notes (MDMs).
• Knowledge of portal user access request, provisioning and removal processes.
• Ability to train staff on hospital portals and EMRs.
• Strong analytical mindset with ability to track productivity and use data for decision-making.
• Knowledge of HIPAA and minimum necessary standards.
• Strong leadership and communication skills.