Remote Medical Records Specialist – Full‑Time, Health Records Data Entry & Management – Miamisburg, Ohio – $55k‑$70k – Experienced EMR & HIPAA Compliance

TITLE:Remote Medical Records Specialist – Full‑Time, Health Records Data Entry & Management – Miamisburg, Ohio – $55k‑$70k – Experienced EMR & HIPAA Compliance --- Who we are We’re a mid‑sized health‑tech firm that grew from a single clinic in Miamisburg, Ohio to a network of ten partner practices across three states. Over the past year our tele‑health platform has added 40 % more virtual visits, and that surge has turned our records backlog into a real bottleneck. That’s why we’re pulling together a new, fully remote records team that still feels anchored to the rhythm of our Miamisburg, Ohio office.Why this role exists now When we launched the remote‑consultation portal in Q2, the volume of electronic medical records (EMR) uploads jumped from an average of 1,200 per month to nearly 2,000. Our existing staff of eight record clerks was already operating at a 96 % on‑time retrieval SLA, but the extra load pushed the error rate up to 2.3 %—double our target. To keep doctors from spending minutes searching for a lab result, we need a dedicated specialist who can own the end‑to‑end flow of patient charts, from data entry to final archiving, while staying compliant with HIPAA and state regulations.What you’ll own - Incoming record triage – Pull daily uploads from Epic, Cerner, Athenahealth, and Meditech, verify patient identifiers, and assign each file to the appropriate care team within 30 minutes of receipt. - Data entry & abstraction – Enter lab values, medication lists, and encounter notes into the master EMR with a target accuracy of 99.7 %. - Records management – Run weekly audits of the document lifecycle, ensure retention schedules match Miamisburg, Ohio state law, and flag any files that need to be migrated to our long‑term archive on RedCap.- Reporting – Build a PowerBI dashboard that tracks turnaround time, error rates, and backlog volume; present a concise summary to the Clinical Operations Manager every Friday. - Compliance – Conduct quarterly HIPAA spot‑checks, update the internal SOP library on SharePoint, and train newer teammates on secure file‑transfer protocols. A typical day (remote, but tied to Miamisburg, Ohio) 8:00 am – Log into the VPN, check the “New Uploads” queue in Epic, and confirm that yesterday’s batch met the 96 % SLA.8:30 am – Join a 15‑minute stand‑up on Slack with the rest of the records squad (two other remote clerks, one on‑site admin in Miamisburg, Ohio). We review any high‑priority charts that need physician signatures. 9:00 am – Open the Excel “Data‑Entry Tracker” and start populating missing fields for 120 patient encounters. We use a custom macro built in VBA to auto‑populate standard ICD‑10 codes. 12:00 pm – Lunch break (we encourage stepping away from the screen; the team often shares a virtual cooking club on Zoom).1:00 pm – Run a PowerBI refresh, spot any spikes in “Missing Consent” flags, and email the Compliance Officer in Miamisburg, Ohio with a short note. 2:00 pm – Conduct a peer‑review of the weekly audit checklist in SharePoint, ensuring that any records flagged for retention‑policy updates are flagged correctly. 3:30 pm – Attend a 30‑minute cross‑functional sync with the Tele‑Health Product Team (based in Miamisburg, Ohio) to discuss upcoming UI changes that affect how patients upload imaging. 4:15 pm – Wrap up the day by confirming that all open tickets in the internal “Records Hub” ticketing system are either resolved or handed off, then log out of the secure VPN.Tools you’ll be using (8‑12 of them, all everyday) 1. Epic & Cerner (primary EMR platforms) 2. Athenahealth & Meditech (secondary source systems) 3. Microsoft Office 365 – especially Excel with VBA macros 4. Google Workspace – Docs for SOP drafts, Sheets for ad‑hoc tracking 5. RedCap – long‑term archival of scanned PDFs 6. PowerBI – dashboards for turnaround‑time and error‑rate reporting 7. Tableau (light use for occasional ad‑hoc visualizations) 8. SharePoint – SOP library, version control, and permissions management 9.Slack – daily communication and quick polls for the remote team 10. VPN with two‑factor authentication – secure remote access to our internal network Who we’re looking for - Experience – 2+ years of hands‑on health‑records work, preferably with Epic or Cerner; we’ve seen candidates succeed with a mix of any two major EMR systems. - Accuracy mindset – You can name three methods for reducing data‑entry errors and have a personal track record of ≥99 % accuracy on previous jobs. - Compliance savvy – Familiar with HIPAA, HITECH, and the specific state privacy rules that apply to Miamisburg, Ohio.- Tech‑comfortable – You’ve built at least one PowerBI report from scratch, and you’re not intimidated by a macro‑heavy Excel workbook. - Self‑starter –Our remote set‑up means you won’t have a manager hovering; you’ll need to set your own daily priorities and flag blockers early. What success looks like – Measurable, not vague. In the first six months we expect you to: - Reduce the average record‑processing time from 38 minutes to under 30 minutes (a 21 % improvement). - Keep the error‑rate below 0.3 % across all inbound files (our current average sits at 0.5 %).- Deliver a fully automated PowerBI dashboard that updates every hour, removing manual Excel pulls for the Clinical Ops lead. Our culture (remote, but grounded in Miamisburg, Ohio) We aren’t chasing a “startup vibe” with unlimited ping‑pong. What we do have is a clear commitment to work‑life balance: core hours are 9 am‑2 pm Miamisburg, Ohio time, and you can log out any time after that as long as your SLAs are met. We run a weekly “Coffee & Chat” on Zoom where team members from the Miamisburg, Ohio office share a picture of their hometown or pet.It’s how we keep the human side of the job front and center. > “I love that I can finish my day knowing a patient’s chart is ready for the doctor without having to chase paperwork. The fact that the whole team is spread across time zones but still meets in the same Slack channel makes it feel less like remote work and more like a single, well‑aligned crew.” – Maya,Senior Records Analyst, based in Miamisburg, Ohio Benefits (remote, but tied to the Miamisburg, Ohio market) - Competitive salary range of $55,000‑$70,000, calibrated to reflect cost of living in Miamisburg, Ohio.- Full‑time health, dental, and vision plans with 80 % employer contribution. - 12 paid holidays plus a “Wellness Day” each quarter (you can take it whenever you need a mental‑health reset). - 401(k) match up to 4 % of salary, with an automatic enrollment option. - A stipend of $150 per quarter for home‑office upgrades (ergonomic chair, monitor, or high‑speed internet). -Professional development allowance of $1,200 annually for conferences, webinars, or certifications (e.g., RHIT, CHC). If you’re ready to own the flow of patient data and keep our physicians in Miamisburg, Ohio focused on care, send us: 1.A concise cover letter (no more than 250 words) that tells us why you love records work and how you’ve tackled a high‑volume data‑entry challenge before. 2. Your updated résumé highlighting EMR platforms, compliance experience, and any reporting tools you’ve built. 3. A brief (2‑minute) video introduction – just you speaking to the camera – explaining your favorite part of working with health records. Email all three items to [email protected] with the subject line “Remote Medical Records – Miamisburg, Ohio Application”.We’ll review applications on a rolling basis and aim to schedule a 30‑minute video chat within five business days of receipt. Final noteRemote work can feel isolated, but at HealthBridge we lean on the rhythm of our Miamisburg, Ohio roots to stay connected. Every chart you touch becomes part of a larger story of patients receiving care without waiting for paperwork. If you’re meticulous, tech‑curious, and want to make a tangible impact on health outcomes from wherever you call home, we’d love to meet you.--- * HealthBridge is an equal‑opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.* Apply tot his job