Medical Records Specialist Role
1 day ago
The role of the Financial and Medical Records Specialist is a key position responsible for managing medical records requests, ensuring compliance with applicable regulations, and providing accurate information in a timely manner.
This critical role involves releasing information and fulfilling records requests efficiently while maintaining confidentiality and adhering to regulatory standards.
As a remote worker, you will be responsible for receiving and logging all incoming records requests, verifying identity and authority, confirming scope and purpose, and checking minimum necessary alignment.
You will also route complex matters to Privacy/Compliance for guidance/approval, retrieve designated record sets, apply naming conventions, paginate and assemble PDFs, and redact restricted content as directed.
Key Responsibilities:- Release of Information (ROI) & Records Fulfillment: Primary responsibility includes releasing information and fulfilling records requests in a timely manner.
- Intake & Triage: Receive and log all incoming records requests; acknowledge receipt using approved templates.
- Authorization Validation: Verify identity/authority of requestor; confirm scope, purpose, and expiration of authorization; check minimum necessary alignment.
- Clinical & Provider Clearance: Route the request to the treating clinician and psychiatric provider for review and approval to confirm whether any content must be withheld or redacted.
- Legal Request Handling: Review subpoenas, court orders, and payer audits; route complex/legal matters to Privacy/Compliance for guidance/approval.
- Record Preparation: Retrieve designated record sets; apply naming conventions; paginate and assemble PDFs; redact restricted content as directed.
- Fulfillment & Documentation: Send records via secure methods; record date/time, contents, recipient, method, and authorizing document.
- Timeliness & Service Levels: Meet internal SLAs and applicable federal/state timeframes.
- Quality & Audits: Perform self-checks and participate in periodic ROI audits.
- 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.
- Strong written communication skills.
- High accuracy with document handling and file organization.
- Experience serving adolescent/family populations or behavioral health programs.
- Prior work supporting a third-party billing company or payer audits.
- 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.
The ideal candidate will possess excellent organizational and analytical skills, a strong attention to detail, and the ability to maintain confidentiality and handle sensitive information effectively.
They should have experience working in medical records, health information management, or related fields, and be familiar with HIPAA regulations and standards.
Additionally, they should possess excellent written and verbal communication skills, be able to prioritize tasks effectively, and work independently with minimal supervision.
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