Finance and Healthcare Document Specialist
2 days ago
Job Description
The Finance and Medical Records Assistant is a remote role responsible for receiving, validating, fulfilling, and tracking all medical records requests from families/guardians, our external billing company, 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 role supports finance operations through cross-trained tasks such as paid-to-subscriber correspondence, invoicing, and other department needs when records volume is low.
Responsibilities:
- Release of Information (ROI) & Records Fulfillment – Primary
- Intake & Triage: Receive and log all incoming records requests and acknowledge receipt using approved email templates.
- Authorization Validation: Verify identity/authority of requestor, confirm scope, purpose, and expiration of authorization, and check minimum necessary alignment.
- 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.
- Legal Request Handling: Review subpoenas, court orders, and payer audits and route complex/legal matters to Privacy/Compliance and Lead Accounting Assistant for guidance/approval.
- Record Preparation: 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: Send records via approved secure methods and record date/time, contents, recipient, method, and authorizing document.
- Timeliness & Service Levels: Meet internal SLAs and applicable federal/state timeframes and proactively communicate status and any missing elements to requestors.
- Quality & Audits: Perform self-checks and participate in periodic ROI audits and remediate findings promptly.
Required Skills and Qualifications:
- 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 with 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.
Benefits:
- Full-time opportunity
- Remote work arrangement
- Competitive hourly rate
Others:
- Collaborative team environment
- Opportunity for growth and development
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