Medical Record Specialist

Key Responsibilities

Intake & Tracking

• Receive, log, and track all incoming medical records requests (email, patient portal, secure fax, mail, subpoenas, court orders, payer and Medicare requests).

• Acknowledge receipt using approved templates and maintain ongoing status communication.

Authorization & Legal Validation

• Verify identity and authority of requestors.

• Validate authorizations for scope, purpose, expiration, and minimum necessary standards.

• Identify special protections (e.g., 42 CFR Part 2, psychotherapy notes, HIV/STD results, minor records, third-party information).

• Review subpoenas, court orders, payer audits, and Medicare documentation requests.

• Escalate legal, complex, or unclear requests to Privacy/Compliance and the Lead Accounting Assistant.

Clinical & Provider Clearance

• Route all proposed record disclosures to treating clinicians and psychiatric/psych prescribing providers (as applicable) for review and written approval prior to release.

• Document approvals, restrictions, redactions, or holds in the ROI log.

• Place releases on hold and escalate if providers identify clinical risk or contraindications.

Record Preparation & Fulfillment

• Retrieve designated records from the EHR or document repository.

• Assemble, paginate, label, and redact records per policy and provider guidance.

• Apply secure encryption and approved delivery methods (secure email, portal, or secure fax).

• Maintain complete documentation including date/time, recipient, contents, delivery method, and authorizing documents.

Timeliness, Quality & Audits

• Meet internal SLAs and all federal/state response timelines, including CMS requirements for Medicare records.

• Perform quality checks prior to release to ensure accuracy and compliance.

• Participate in ROI, payer, and Medicare audits and remediate findings promptly.

Compliance & Information Security

• Strictly adhere to HIPAA, privacy, confidentiality, and records retention standards.

• Apply the minimum necessary standard for all disclosures.

• Follow remote security protocols including VPN, MFA, approved devices, and private workspace requirements.

• Immediately report and escalate potential privacy incidents or mis disclosures per policy.

Collaboration & Communication

• Work closely with Privacy/Compliance, Lead Accounting Assistant, clinicians, psychiatric providers, Admissions, and external partners.

• Maintain clear, professional, trauma-informed, and family-centered email communication.

• Contribute to SOPs, templates, and process improvements related to records management.

Required Qualifications

• 2+ years of experience in medical records, release of information, health information management, or healthcare documentation.

• Strong working knowledge of HIPAA privacy/security and the minimum necessary standard.

• Familiarity with behavioral health records and heightened confidentiality requirements.

• Excellent written communication skills in an email-centric role.

• High attention to detail with document handling, redaction, and file organization.

• Proficiency with EHR systems, secure email/encryption tools, eFax, and Microsoft 365 or Google Workspace.

Preferred Qualifications

• Experience with adolescent or family-based behavioral health programs.

• Knowledge of ROI nuances related to minors, guardianship, custody orders, and psychotherapy notes.

• Experience with payer audits or Medicare documentation.

• RHIT, CHDS, CHPS, or similar certification (or progress toward certification).

Core Competencies

• Accuracy & Quality: Zero-defect approach to authorizations, approvals, redactions, and logs.

• Confidentiality & Ethics: Sound judgment with sensitive patient and family information.

• Time Management: Ability to prioritize high-volume requests by deadline and risk.

• Customer Service: Clear, respectful, and professional communication.

• Accountability: Follows policy precisely and documents every step.

Requirements

This is a 100% Remote work

Up to $6/hr

Full time