Medical Records Coordinator

20 hours ago

Mabalacat, Central Luzon, Philippines beBeeIntake Full time $50,000 - $60,000
About Our Team

We are seeking a Medical Intake Specialist to play a critical role in our medical records retrieval process. As a key member of our team, you will ensure every intake request is accurate, complete, and optimized for downstream success.

Key Responsibilities
  • You will identify all relevant providers associated with a client's treatment, not just the main facility submitted by the law firm.
  • Locate billing providers and related entities using tools such as Chartswap, prior requests, and direct provider calls.
  • Ensure ≥90% case completion within assigned periods by accurately adding all identified providers to the request in the admin app.
  • Review and correct incoming ROIs (Release of Information forms), which are incomplete or inaccurate in most cases.
  • Prepare accurate base forms and generate complete submission packets.
  • Conduct thorough QA reviews of each ROI packet, ensuring cover letters, affidavits, and provider-specific requirements are correct.
  • Maintain ≥95% documentation accuracy in both internal and client-facing notes, with 5–10% of cases reviewed weekly for compliance.
  • Assign requests to the appropriate records team member based on workload and utilization.
  • Escalate special provider requirements or edge cases to the appropriate Client Success Manager (CSM).
  • Ensure 100% of escalations are logged and resolved within 24 hours by coordinating with law firms' case managers to resolve missing or conflicting information.

Requirements

  • Prior experience requesting medical records from providers on behalf of law firms, with proven ability to meet turnaround time and throughput targets.
  • Strong attention to detail—demonstrated ability to maintain ≥95% accuracy in documentation and ROI packet preparation.
  • Proficiency with Adobe and PDF editing/combining tools.
  • Excellent written and verbal communication skills for handling escalations and client coordination.
  • Proactive problem-solving mindset and ability to manage multiple requests simultaneously, ensuring timely completion within client SLAs.

Preferred Skills

  • Familiarity with Chartswap or other medical records exchange platforms, which support faster turnaround times.
  • Experience in U.S.-based legal or healthcare settings, particularly with case throughput and QA-compliance workflows.
  • Spanish-speaking proficiency (a plus, especially for cases requiring bilingual communication).

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