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Health Information Management Coordinator

Location: Fairfax, VA

Status:  Full-Time/Non-Exempt

Salary Range:  $19.00 - $23.00


No Evenings, Nights, or Weekends and No Major Holidays!


Virginia Heart is Northern Virginia's premier cardiovascular practice, bringing an unparalleled standard of excellence to our patients. We are seeking experienced professionals to join our team in our outpatient cardiology setting.  Every employee, at every level, begins their journey at Virginia Heart learning about the history of the organization and its established culture built on trust and integrity. Our employees drive this culture, and we want you to be a part of it. 

We offer great benefits! 

  • Comprehensive benefits package with low premiums (Medical, dental and vision) 
  • Life insurance of 50K covered by Virginia Heart, with option to purchase additional
  • 401K pension plan based on profit and a percentage of salary 
  • Paid Short Term Disability with optional long-term insurance available for purchase 
  • Employee assistance program for mental and physical well-being
  • Up to 28 days paid time off, with accrual of 1 additional vacation day per year through year 10
  • Annual merit-based increases
  • Employee Appreciation Events, includes therapy dogs, raffles, other fun rewards
  • Career Advancement Opportunities
  • Employee Referral Bonus
  • Semi-annual employee surveys
  • Employee Discount Programs
  • Flexible spending accounts, pretax dollars for health and dependent care 
  • Employee Committee Opportunities (e.g., Diversity/ Inclusion, Employee Advisory Committee)
  • No nights, no weekends, no holidays and no on-calls!
  • Set shifts and schedules 


Health Information Management Coordinator is responsible for performing a variety of duties related to processing and completion of medical records requests as well as scanning and indexing records into Epic.  These functions are performed in accordance with all applicable laws and regulations including HIPAA and Virginia Heart’s policies, procedures, and standards.  The position is full-time, Monday-Friday, 8:00 a.m. to 4:30 p.m. 


  • Processes requests for medical records from multiple parties including patients, physicians, hospitals, life insurance, legal requests including subpoenas. 
  • Use critical thinking skills to analyze and produce records from the electronic medical records (EMR) systems based on the appropriate protocols and authorizations. 
  • Obtains proper written authorization from patients when required.  Responds to urgent requests quickly and appropriately by providing the minimum necessary. 
  • Generates invoices for records to the third party according to company, state and federal guidelines and collects and records payments appropriately.
  • Accurately performs indexing process of records in Epic. 
  • Completes all DCS indexing tasks as defined by Virginia Heart for productivity and quality standards. 
  • Works the assignments in the appropriate DCS work queues to ensure timely processing of all work assignments.
  • Recognizes and understands HIPAA regulations as they apply to the release and distribution of protected health information. 
  • Adheres to Virginia Heart's policies and procedures designed to ensure HIPAA compliance including the use of approved release forms, etc. 
  • Makes appropriate decisions regarding the release of information in emergency/coordination of care situations.
  • Responds promptly to inquiries and requests with a friendly attitude.
  • Utilizes Nice-In-Contact phone system by answering department phone calls and transferring calls appropriately and/or taking staff messages and sending to the appropriate pool for in-basket review within Epic.
  • Provides quality service to all customers, internal and external, according to HIM Department protocols and HIPAA guidelines. 
  • Resolves routine problems and concerns.  Communicates in a courteous, prompt, and professional manner.
  • Records information into the electronic health record (EHR) modules as outlined in department protocols and manuals. 
  • Reports errors and misguided communications for immediate resolution.
  • Demonstrate the ability to use an electronic medical record (EMR) system such as Epic, GEMMS, or other.
  • The position requires working knowledge of Microsoft Word, Excel, and Outlook (e-mail).


  • High School Diploma or equivalent required
  • Medical Office experience preferred
  • Experience answering phone calls
  • Electronic Medical Records and/or Scanning experience preferred
  • Prior experience with the use of an Electronic Medical Record (EMR) preferred such as Epic, GEMMS, or other
  • Excellent verbal communication skills
  • Strong organizational and analytical skills
  • Ability to multi-task

This job description in no way states or implies that these are the only job duties to be performed by the employee occupying this position. Employee may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all federal, state, and municipal laws.