JOB DESCRIPTION
The Manager, Medical Records Operations & Financial Management is responsible for the strategic oversight and day-to-day management of medical record vendor relationships, invoice processing, fee validation, accounts receivable aging, reporting, and operational performance. This role serves as the primary liaison between EXL and medical record vendors, and other record providers, ensuring efficient operations, cost management, compliance, and service excellence.
The Manager will lead initiatives focused on process improvement, automation, reporting analytics, vendor accountability, and financial stewardship while supporting organizational objectives through effective operational governance.
*Base Pay Range: $75,100 - $123,400
For more information on benefits and what we offer please visit us at https://www.exlservice.com/us-careers-and-benefits
JOB RESPONSIBILITIES
Vendor Management & Relationship Oversight
- Manage relationships with medical record vendors, and other record retrieval providers.
- Establish and monitor vendor performance metrics, service-level expectations, and operational effectiveness.
- Lead vendor issue resolution, escalation management, and continuous improvement initiatives.
- Conduct regular business reviews and performance assessments with vendor partners.
- Collaborate with internal stakeholders to improve vendor communication and operational outcomes.
Financial Management & Invoice Oversight
- Oversee medical record fee management, invoice review, and payment processes.
- Validate invoice accuracy and ensure adherence to contractual pricing and fee schedules.
- Monitor accounts receivable aging and outstanding balances related to medical record vendors.
- Identify billing discrepancies, investigate variances, and coordinate corrective actions.
- Support budget management and cost containment initiatives.
Reporting & Analytics
- Develop and oversee weekly, monthly, and quarterly reporting related to:
- Medical record invoices received
- Fees paid
- Accounts receivable aging
- Vendor performance metrics
- Operational productivity
- Program financial performance
- Analyze trends and provide actionable recommendations to leadership.
- Maintain dashboards and reporting tools to support operational decision-making.
Process Improvement & Automation
- Identify opportunities to streamline workflows and reduce manual processes.
- Partner with technology and operations teams to support automation initiatives.
- Implement best practices that improve efficiency, accuracy, and scalability.
- Lead projects focused on operational enhancements and cost savings.
Operational Leadership & Compliance
- Ensure compliance with client requirements, vendor agreements, HIPAA regulations, and internal policies.
- Develop and maintain standard operating procedures and operational documentation.
- Monitor operational controls to maintain accuracy and reduce risk.
- Provide leadership, coaching, and support to team members responsible for medical record operations and invoice management.
- Support audit requests and regulatory compliance activities as needed.
JOB QUALIFICATIONS
Education
- Bachelor's degree in Business Administration, Healthcare Administration, Finance, Operations Management, or a related field preferred.
Experience
- 5+ years of healthcare operations, medical records management, vendor management, finance, or related experience.
- 3+ years of leadership or managerial experience.
- Experience managing vendor relationships, invoicing processes, and financial reporting.
- Strong knowledge of healthcare operations, medical record retrieval processes, and regulatory requirements.
Skills & Competencies
- Vendor relationship management
- Financial analysis and cost management
- Accounts receivable and invoice processing expertise
- Reporting and data analytics
- Process improvement and automation
- Project management
- Problem-solving and escalation management
- Strong communication and stakeholder management skills
- Advanced Microsoft Excel and reporting tool proficiency
- Ability to manage multiple priorities in a fast-paced environment
Success Measures
- Improved invoice accuracy and payment processing efficiency
- Reduced vendor aging and unresolved invoice balances
- Enhanced vendor performance and responsiveness
- Increased reporting accuracy and visibility
- Successful implementation of automation and process improvements
- Measurable cost savings and operational efficiencies
- Maintenance of compliance and audit readiness
*The posted range is the hiring range for this role — a subset of the broader range available to employees over time — and reflects base salary across our national hiring scale. Final offers are based on several factors, including the candidate's skills and experience, internal pay equity, work location, market conditions for the role, and the specific scope and responsibilities of the position. The top of the range is reserved for candidates who notably exceed the requirements; the lower end applies to those with less experience or fewer preferred qualifications. For positions based in higher-cost zones (e.g., California, New York, New Jersey), actual compensation may exceed the posted range; your recruiter will share specifics during the process.
