Financial and Medical Records Specialist

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Overview

The Finance and Medical Records Assistant is a remote, finance team role responsible for receiving, validating, fulfilling, and tracking all medical records requests from families/guardians, our external billing company, payers, attorneys/courts, and other authorized agencies. This position ensures every disclosure is supported by a valid legal authorization and complies with applicable privacy regulations (e.g., HIPAA and, where applicable, 42 CFR Part 2). When records requests are current and within service levels, the Assistant supports finance operations through cross-trained tasks such as paid-to-subscriber correspondence, invoicing, and other department needs.

Responsibilities

• Release of Information (ROI) & Records Fulfillment – Primary
• Intake & Triage: Receive and log all incoming records requests (email, patient portal, secure fax, mail/subpoena). Acknowledge receipt using approved email templates.
• Authorization Validation: Verify identity/authority of requestor; confirm scope, purpose, and expiration of authorization; check minimum necessary alignment; confirm any special protections (e.g., 42 CFR Part 2 for SUD information, psychotherapy notes, HIV/STD results, minor records) and escalate when separate or more restrictive authorization is required.
• Clinical & Provider Clearance (New): Route the request and proposed record set to the treating clinician and the psychiatric/psych prescribing provider for review and written approval to confirm whether any content must be withheld or redacted. Document approvals/holds in the ROI log and retain dated confirmation. If clinical risk or contraindication to release is identified, place the request on hold and escalate per policy to Privacy/Compliance and the Lead Accounting Assistant.
• Legal Request Handling: Review subpoenas, court orders, and payer audits; route complex/legal matters to Privacy/Compliance and Lead Accounting Assistant for guidance/approval.
• Record Preparation: Retrieve designated record sets from the EHR/document repository; apply naming conventions; paginate and assemble PDFs; redact restricted content as directed; use secure encryption for outbound delivery.
• Fulfillment & Documentation: Send records via approved secure methods (encrypted email, secure portal, or secure fax). Record date/time, contents, recipient, method, and authorizing document; maintain an auditable chain of custody.
• Timeliness & Service Levels: Meet internal SLAs and applicable federal/state timeframes. Proactively communicate status and any missing elements to requestors.
• Quality & Audits: Perform self-checks and participate in periodic ROI audits; remediate findings promptly.
• Finance Cross-Training & Support – Secondary (as bandwidth allows)
• Paid-to-Subscriber Correspondence: Monitor EOBs where payment was issued to the subscriber; send templated letters to families/guardians, track responses, and log collections follow-up.
• Invoicing & Statements: Prepare and send statements/invoices (email-first workflow); reconcile undeliverable messages; update contact preferences and address corrections.
• Billing Partner Coordination: Provide documentation requested by our external billing company (e.g., treatment dates, discharge summaries) with proper authorizations on file.
• General Finance Support: Assist with data entry, basic reconciliations, and file hygiene (naming conventions, indexing, archiving) during low-volume records periods.

Compliance & Information Security

• HIPAA/PHI Safeguards: Rigorously follow privacy/confidentiality standards; never disclose PHI without a valid basis; apply the minimum-necessary standard.
• Security Practices (Remote): Use company-approved devices, VPN, password manager, and MFA; maintain a private workspace; do not print PHI unless explicitly authorized; secure displays and voice assistants.
• Incident Awareness: Immediately escalate potential privacy incidents or misdisclosures per policy.
• Work closely with the Lead Accounting Assistant, Privacy/Compliance contact, clinical records custodians, treating clinicians, psychiatric providers, Admissions, and our billing partner.
• Maintain clear, courteous, trauma-informed and family-centered email communications.
• Contribute to SOP refinements, templates, and checklists that improve speed and accuracy.

Required Qualifications

• 2+ years in medical records, health information management, payer documentation support, or billing/finance operations in a healthcare setting.
• Proven knowledge of HIPAA privacy/security requirements and the minimum necessary standard; awareness of additional protections applicable to behavioral health and (where applicable) 42 CFR Part 2.
• Strong written communication (email-centric role): concise, professional, and empathetic.
• High accuracy with document handling, PDF redaction, and file organization.
• Proficiency with EHR or document management systems, secure email/encryption, efax, and Microsoft 365/Google Workspace (especially Outlook/Gmail, Drive/SharePoint, Word/Docs, Excel/Sheets).

Preferred Qualifications

• Experience serving adolescent/family populations or behavioral health programs.
• Prior work supporting a third-party billing company or payer audits.
• Familiarity with ROI nuances for minors/guardianship, custody orders, and psychotherapy notes.
• Basic accounting support skills (invoicing, payment posting, EOB interpretation).
• RHIT, CHDS, CHPS, or comparable certification (or progress toward one).
• HIPAA trained

Core Competencies

• Detail & Quality: Zero-defect mindset for authorizations, provider clearances, redactions, and logs.
• Confidentiality & Ethics: Exercises sound judgment with sensitive youth/family information.
• Time Management: Handles high email volume; prioritizes by deadlines/risk.
• Customer Service: Clear, respectful communication with families and partners.
• Teamwork & Flexibility: Jumps into finance tasks when records volume is low.

Tools You'll Use

EHR/document management platform; secure email and file transfer; PDF tools with redaction; efax; ticketing/ROI log or tracker; spreadsheets; basic accounting/invoicing software.

Performance Metrics (Examples)

• On-time ROI fulfillment: % requests completed within internal SLAs.
• Authorization & Clearance accuracy: % requests released with fully valid authorizations and documented provider approvals.
• Quality: Redaction and document assembly error rate.
• Email responsiveness: Average business hour response time.
• Finance assists: Paid-to-subscriber recoveries, invoice cycle time, and task throughput when cross-trained work is assigned.

Requirements

This is a 100% Remote work

$6/hr

Seniority level

• Associate

Employment type

• Full-time

Job function

• Administrative

Industries

• Hospitals and Health Care

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