Medical Records Supervisor

Vida Medical Centers; Florida; On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Paid time off

Paid holidays

Professional growth opportunities

Job summary

Vida Medical Centers seeks an experienced Medical Records Supervisor to lead the Records Department, ensuring accurate, confidential handling of patient information and HIPAA compliance.

You will supervise staff, oversee EMR systems, and coordinate requests while fostering a patient‑centered, compliant work environment. This full‑time role emphasizes leadership, training, and operational excellence in a healthcare setting.

Qualifications

• 3+ years in medical records, health information management, or healthcare administration.
• 1–2 years of supervisory or leadership experience.
• Strong knowledge of HIPAA regulations and healthcare compliance standards.
• Experience with Electronic Medical Records (EMR/EHR) systems.
• Bilingual English/Spanish preferred.

Responsibilities

• Lead, mentor, and supervise the Medical Records team, including hiring, training, scheduling, coaching, and performance evaluations.
• Oversee the accurate collection, processing, maintenance, and storage of patient medical records.
• Ensure confidentiality and HIPAA compliance in all activities.
• Manage incoming and outgoing medical records requests and communications.
• Prepare weekly/monthly productivity and performance reports and identify process improvements.

Skills

HIPAA regulations

EMR/EHR systems

Leadership

Bilingual EN/ES

Communication skills

Education

Health Information Management degree or related field

Tools

Microsoft Office

Healthcare software platforms

Job description

Vida Medical Centers is seeking an experienced and detail-oriented Medical Records Supervisor to lead the daily operations of our Medical Records Department. Vida Medical Centers offers competitive benefits, including paid time off, paid holidays, and opportunities for professional growth. This is a full-time leadership position ideal for professionals with experience in healthcare administration, health information management, and team supervision.

Job Duties

• Lead, mentor, and supervise the Medical Records team, including hiring, training, scheduling, coaching, and performance evaluations.
• Foster a positive, collaborative, and patient-focused work environment.
• Conduct regular team meetings to communicate goals, updates, and process improvements.
• Monitor employee productivity, attendance, punctuality, and workload distribution.
• Provide ongoing performance feedback, coaching, and development opportunities.
• Oversee the accurate collection, processing, maintenance, and storage of patient medical records.
• Ensure all medical records are maintained in a timely, organized, confidential, and compliant manner.
• Manage incoming and outgoing medical records requests and communications.
• Ensure medical information is transmitted securely via approved electronic methods whenever possible.
• Address and resolve issues, discrepancies, and complaints related to medical records.
• Ensure strict adherence to HIPAA regulations and company confidentiality policies.
• Maintain compliance with federal, state, and local healthcare regulations governing health information management.
• Review subpoenas and legal requests to determine appropriate disclosure of records.
• Conduct routine audits to ensure documentation accuracy, completeness, and regulatory compliance.
• Implement and maintain quality control measures to support operational excellence.
• Oversee the implementation, maintenance, and optimization of EMR systems.
• Train staff on EMR utilization and best practices.
• Collaborate with IT, Operations, and Leadership teams to resolve system issues and improve workflows.
• Monitor documentation practices and ensure accurate data entry and record management.
• Prepare and present weekly and monthly productivity and performance reports.
• Analyze departmental trends and identify opportunities for process improvement.
• Lead initiatives designed to enhance efficiency, accuracy, and service quality.
• Support cross-functional projects and operational initiatives throughout the organization.
• Assist patients, healthcare providers, insurance companies, and external facilities with medical records inquiries.
• Ensure timely responses to phone calls, emails, faxes, and EMR communications.
• Promote exceptional customer service and professional communication standards.

Qualifications & Skills

• Associate's or Bachelor's degree in Health Information Management, Healthcare Administration, Business Administration, or related field preferred.
• Minimum 3 years of experience in medical records, health information management, or healthcare administration in the HMO industry.
• Minimum 1-2 years of supervisory or leadership experience preferred.
• Strong knowledge of HIPAA regulations, medical records management, and healthcare compliance standards.
• Experience with Electronic Medical Records (EMR/EHR) systems.
• Strong organizational, analytical, and problem-solving skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office and healthcare software platforms.
• Bilingual (English/Spanish) preferred.

Core Competencies

• Leadership & Team Development
• Health Information Management
• HIPAA & Regulatory Compliance
• Quality Assurance & Auditing
• Process Improvement
• Customer Service Excellence
• Attention to Detail
• Communication & Collaboration
• Time Management & Organization
• Problem Solving & Decision Making

Work Environment & Requirements

• Full-time, in-person position.
• Professional healthcare office environment.
• Ability to manage multiple priorities in a fast-paced setting.
• Ability to maintain strict confidentiality of patient information.
• Occasional travel between company locations may be required.
• This position requires AHCA Level 2 background screening.
• Job Type: Full-time
• Supervisor Experience Required: 1 year
• Medical Records in the HMO industry Experience Required: 3 years
• Language required: English and Spanish
• Work Location: In person