Medical Records Management Professional

1 day ago

Caloocan City, National Capital Region, Philippines beBeeAdministrative Full time $30,000 - $45,000

The Financial and Medical Records Specialist role is a critical position within our organization, responsible for managing the entire lifecycle of medical records requests.

Key Responsibilities
  • Release of Information (ROI) & Records Fulfillment: This includes receiving, validating, and fulfilling medical records requests from various stakeholders, ensuring that all disclosures are supported by valid legal authorizations and comply with relevant privacy regulations.
  • Intake & Triage: The incumbent will receive and log all incoming records requests, acknowledge receipt using approved email templates, and ensure timely processing.
  • Authorization Validation: A key aspect of this role is verifying the identity and authority of requestors, confirming the scope, purpose, and expiration of authorizations, and ensuring alignment with minimum necessary standards.
  • Clinical & Provider Clearance (New): The specialist will route requests to treating clinicians and psychiatric/psych prescribing providers for review and approval, documenting approvals/holds in the ROI log and retaining dated confirmation.
  • Legal Request Handling: The role involves reviewing subpoenas, court orders, and payer audits, routing complex/legal matters to Privacy/Compliance and Lead Accounting Assistant for guidance/approval.
  • Record Preparation: The specialist will retrieve designated record sets, apply naming conventions, paginate and assemble PDFs, redact restricted content as directed, and use secure encryption for outbound delivery.
  • Fulfillment & Documentation: Records will be sent via approved secure methods, with documentation maintained to ensure an auditable chain of custody.
  • Timeliness & Service Levels: The specialist will meet internal SLAs and applicable federal/state timeframes, proactively communicating status and any missing elements to requestors.
  • Quality & Audits: Self-checks and participation in periodic ROI audits will be performed, with findings remediated promptly.
Secondary Responsibilities
  • Paid-to-Subscriber Correspondence: The specialist will monitor EOBs where payment was issued to subscribers, send templated letters, track responses, and log collections follow-up.
  • Invoicing & Statements: Invoices and statements will be prepared and sent via email-first workflow, with undeliverable messages reconciled, contact preferences updated, and address corrections made.
  • Billing Partner Coordination: Documentation requested by external billing companies will be provided, with proper authorizations on file.
  • General Finance Support: During low-volume records periods, the specialist will assist with data entry, basic reconciliations, and file hygiene (naming conventions, indexing, archiving).
Requirements and Qualifications
  • A minimum of 2 years' experience in medical records, health information management, payer documentation support, or billing/finance operations in a healthcare setting.
  • Demonstrated knowledge of HIPAA privacy/security requirements and the minimum necessary standard, with awareness of additional protections applicable to behavioral health and (where applicable) 42 CFR Part 2.
  • Strong written communication skills, with the ability to craft concise, professional, and empathetic emails.
  • 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.

This is a 100% remote work associate level, full-time, administrative role in the Hospitals and Health Care industry.

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