Job: Medical Records Supervisor - Cardiology

This posting has expired and is no longer available.

Job Description

Tri-City Cardiology has a vision “To be among the best providers of cardiovascular care in the entire country and be a place where employees want to work, patients want to receive care and physicians want to practice.”  

Tri-City Cardiology is widely known for its progressive and innovative approach to heart and vascular services. Our board certified cardiology physicians are experienced and skilled in diagnosis, treatment and prevention of coronary artery disease, heart valve abnormalities, heart arrhythmias, high blood pressure, high blood cholesterol peripheral artery disease and stroke.

Due to growth, we are currently hiring for a supervisor in our HIMS department.

This position contributes to the company mission by providing supervision over the daily functions of the HIMS Department as well as all HIMS personnel. This position works in collaboration with all departments to ensure all necessary records are available for the physician and staff to provide timely and appropriate medical care to all patients.

ESSENTIAL SUPERVISORY Duties and Responsibilities:

  • Supervises the workflow and workload of the team to ensure an efficient patient flow
  • Performs daily stand up meetings
  • Rounds daily on employees
  • Assist all staff in daily functions as needed
  • Performs and documents one on one meetings with staff members  (Monthly)
  • Coordinates and documents regular staff meetings (Quarterly Department Meetings)
  • Conducts all 30 day evaluations
  • Conducts all 90 day and annual evaluations
  • Provides input on employee coaching and improvement plans with the Manager
  • Tracks absenteeism and approves time off
  • Reviews payroll on a weekly basis of staff, ensuring accuracy for the Human Resource department.  Completes and submits payroll on a bi-weekly basis.
  • Maintains staff schedules and adjusts according to the volume needs of the department
  • Completes quarterly shadowing for service competency on all staff
  • Shadows staff on skill competency as needed to ensure proper workflow processes and procedures are followed
  • Ensures that employees are performing work in accordance with TCC policies and procedures
  • Responds to all urgent and emergent events
  • Provides initial and ongoing training to employees on all department job responsibilities and for new processes or updates that are implemented
  • Work with employees to correct deficiencies in performance or tasks
  • Assists Manager in interview/hiring process for open positions in the department
  • Collaborates with Manager in achieving patient, employee and physician satisfaction initiatives
  • Collaborates with Manager in the development and implementation of departmental policies and procedures
  • Independently compose, compile and prepare department newsletter and documents as assigned. (Can be monthly or quarterly)
  • Continues to further knowledge base through seminars, in-services, etc.
  • Complies with all OSHA and HIPAA policies along with all policies and procedures established by TCC
  • Utilizes AIDET/customer service standards and demonstrates TCC Standards of Behavior
  • Perform inventory control for supplies, placing orders to correct inventory deficiencies
  • Oversee proper use and obtain repairs of department equipment
  • Reports any facility issues to Manager
  • Maintains a professional and courteous environment
  • Maintains strict patient and employee confidentiality
  • Develops productivity reports as requested
  • Other duties as assigned


Diagnostic Testing Filing Duties :

  • Electronically files consent forms for Treadmill/Nuclear studies
  • Scans and files alerts and notifications for Device patients not yet in an electronic format into the correct patient chart
  • Scans and files Holter Monitor Diaries into NextGen chart
  • Electronically faxes testing reports to the appropriate referring physician from the EHR application when requested
  • Locates requested missing reports for office personnel
  • Communicates with appropriate supervisor/manager when dictated test results are lacking

Transcription Duties:

  • Reviews dictation for office visits for assigned physicians in the EHR
  • Proofreads and makes corrections on dictated office visits in the EHR per policy and procedure
  • Communicates with appropriate physician/secretary when clarification is needed or dictation is missing

 Filing Duties:

  • Sorts all incoming paper documents
  • Scans and files paper documents into the EHR
  • Retrieves records, as needed from various sites
  • Sorts and disperses incoming mail and prepares outgoing mail
  • Processes Health Information requests after appropriate releases are obtained
  • Processes the Rosetta Holding Tank
  • Processes the TCC electronic fax server
  • Responds to staff and patient incoming calls
  • Responds to inter-departmental tasks
  • Rounds at other departments picking up and dispersing paperwork
  • Packs and empties inter-office bags

Release of Information Duties:

  • Faxes releases requesting records from other medical facilities
  • Processes Health Information requests after appropriate releases are obtained by:
  • Electronic and landline faxing, burning onto CD, mail, encrypted email, and patient pick-up                         
  • Electronically retrieves records, as needed, from various sites
  • Processes payments for health information
  • Scans and files all paper requests into pt charts after they have been processed
  • Completes PHI Disclosure Log for all record transactions in the EHR per HIPAA regulations
  • Responds to staff and patient incoming calls
  • Responds to interdepartmental tasks
  • Utilizes Docusign to obtain authorization for PHI Releases
  • Prepare Charts:
  • Pulls clinical schedules for assigned physicians
  • Researches new patients and obtains records from the referring physician, from hospitals for any recent hospitalizations, and any pertinent diagnostic testing results per assigned physician’s preferences
  • Creates a medical records request electronically and sends to appropriate facility
  • Obtains last office visit notes
  • Ensures all ordered testing and/or reports are in the electronic medical record by accessing different imaging and diagnostic systems within the practice
  • Locates all missing testing, labs, reports and dictation
  • Obtains accurate records from hospitals by accessing hospital systems
  • Completes routing memo’s to relay information to physicians and medical assistants
  • Places all chart prep for next day clinic in appropriate destination by 5:00 pm the day before
  • Maintain accurate filing in EHR, by checking all categories in pt’s chart during prep

We offer a comprehensive compensation package that includes competitive salaries as well as:

  • Health, Dental & Vision coverage (1st of the month following 60 days of employment!)
  • Company Sponsored Life Insurance
  • Disability Insurance
  • 401(k)
  • PTO (vacation, sick & personal time off)
  • Company Paid Holidays
  • Employee Recognition & Rewards Programs with opportunities to earn gift cards and additional PTO!


  • High school diploma or general education degree (GED) required
  • Associates or Bachelor Degree in Health Information Management preferred
  • 1-3 years of medical records experience preferred
  • 1-3 years of supervisory experience preferred
  • Must be able to type at least 40 wpm



Tri-City Cardiology - Administration
6402 E Superstition Springs Blvd., Suite 224
Mesa, AZ 85206
Tri-City Cardiology - Baywood
6750 E. Baywood Avenue
Mesa, AZ 85206
Tri-City Cardiology - Dobson
1520 S. Dobson Road
Mesa, AZ 85202
Tri-City Cardiology - Scottsdale
8765 E Bell Road, Suite 110
Scottsdale, AZ 85260
Tri-City Cardiology - South Gilbert
3530 S Val Vista Drive Ste. 103
Gilbert, AZ 85297
Tri-City Cardiology- San Tan Valley
36543 N. Gantzel Rd. Bldg. 15, Ste. 101
San Tan Valley, AZ 85140
Tri-City Cardiology - Administration
Tri-City Cardiology - Baywood
Tri-City Cardiology - Dobson
Tri-City Cardiology - Scottsdale
Tri-City Cardiology - South Gilbert
Tri-City Cardiology- San Tan Valley