Medical Record Analyst

Job Title: Financial and Medical Records Specialist

The Finance and Medical Records Assistant is a remote role responsible for receiving, validating, fulfilling, and tracking all medical records requests from families/guardians, external billing companies, 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.

This includes releasing of information (ROI) & records fulfillment as the primary responsibility, followed by intake & triage, authorization validation, clinical & provider clearance, legal request handling, record preparation, fulfillment & documentation, timeliness & service levels, quality & audits, finance cross-training & support, paid-to-subscriber correspondence, invoicing & statements, billing partner coordination, and general finance support during low-volume records periods.

Key responsibilities include:

• Release of Information (ROI) & Records Fulfillment
• Intake & Triage: Receive and log all incoming records requests; 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 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 psychiatric/psych prescribing provider for review and written 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 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; 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

To succeed in this role, you will need:

• 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 42 CFR Part 2
• Strong written communication skills: 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)

This is a 100% remote work opportunity with flexible working hours. The salary range is competitive and negotiable based on experience.

Associate

Full-time

Administrative

Hospitals and Healthcare