Remote Financial and Medical Records Specialist

Job Title: Financial and Medical Records Specialist

This is a remote opportunity that requires careful handling of sensitive information while maintaining productivity in a fast-paced environment.

We are seeking an experienced professional to manage financial and medical records with utmost confidentiality. As a key member of our team, you will be responsible for ensuring compliance with HIPAA regulations and other relevant laws.

The ideal candidate should possess strong organizational skills, attention to detail, and excellent communication abilities. Proficiency in electronic health record systems, secure email encryption, and PDF redaction tools is essential for this role.

• Release of Information (ROI) & Record 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.

• 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).

This is a full-time position offering competitive compensation and opportunities for growth and development. The ideal candidate will have the ability to work independently and collaboratively as part of a remote team.

Please submit your application with a detailed resume and cover letter outlining your qualifications and experience.