Medical Records Specialist

About the Company The next generation of independent cardiology is being built here. CardioOne is a physician-led, technology-driven cardiology platform built to empower independent practices to compete, and win, in a rapidly evolving healthcare landscape. Our mission is to provide cardiologists with the tools, infrastructure, and expertise they need to thrive while maintaining full clinical independence.

We believe the best care is delivered by physicians who are empowered - not constrained - by the systems around them. We combine a deep bench of healthcare operators with purpose-built technology and AI-enabled solutions across operations, revenue cycle, imaging, and practice development. From real estate and advanced imaging to clinical workflows and data infrastructure, CardioOne delivers a fully integrated platform designed to drive growth, efficiency, and superior patient outcomes.

Backed by WindRose Health Investors and leading healthcare executives, CardioOne is building one of the most sophisticated and scalable cardiology MSOs in the country - designed to reimagine what is possible for independent cardiology.

About the Job

Cincy Heart is seeking a detail-oriented Medical Records Specialist to join our growing team. This position is responsible for accurately managing patient health information, processing medical record requests, scanning and indexing documents, and ensuring records are maintained in accordance with organizational policies and HIPAA regulations.

The Medical Records Specialist plays a key role in supporting patient care by maintaining accurate, complete, and accessible medical records. This position is estimated to start in January as the practice will launch in February 2027.

What you'll do

Process and fulfill medical record requests for patient care, continuity of care, quality review, audits, insurance requests, and other authorized purposes. Retrieve, review, and reconcile patient records to ensure all required documentation is complete and properly filed. Prepare paper records and loose documentation for scanning and electronic storage.

Scan, upload, and accurately index medical records into the electronic medical record (EMR) system. Perform quality assurance reviews to ensure scanned documents are complete, legible, and associated with the correct patient chart. Manage incoming medical records received via fax, mail, electronic transfer, and patient portals.

Maintain record retention, storage, and archival processes in accordance with organizational and regulatory requirements. Ensure compliance with HIPAA and all applicable privacy and confidentiality regulations. Assist providers and staff with locating, retrieving, and managing patient records as needed. Support internal audits and quality improvement initiatives related to medical record documentation.

Perform other administrative duties as assigned.

What you'll need

High school diploma or GED. Strong attention to detail and organizational skills. Ability to maintain confidentiality and handle protected health information (PHI) appropriately. Proficiency with computers, scanning equipment, and data entry. Previous experience in a medical office, healthcare setting, or Health Information Management department.

Experience with electronic medical records (EMR/EHR) systems. Experience processing medical record requests, document imaging, scanning, and indexing. Skills and Competencies Strong organizational and time management skills. Excellent verbal and written communication. Ability to work independently while managing multiple priorities.

Strong problem-solving skills and attention to accuracy. Ability to work collaboratively within a team environment. Work Location This position is onsite at the Eastgate or West Chester practice. Additional Information Full-time hourly range of $20-$24 per hour plus medical, dental, and vision. This role will include a matching 401K, 12 days Paid Time Off, and 8 Paid Federal Holidays.