Medical Record Specialist

Key Responsibilities 

Intake & Tracking 

• Receive, log, and track all incoming medical records requests (email, patient portal, secure fax, mail, subpoenas, court orders, payer and Medicare requests). 

• Acknowledge receipt using approved templates and maintain ongoing status communication. 

Authorization & Legal Validation 

• Verify identity and authority of requestors. 

• Validate authorizations for scope, purpose, expiration, and minimum necessary standards. 

• Identify special protections (e.g., 42 CFR Part 2, psychotherapy notes, HIV/STD results, minor records, third-party information). 

• Review subpoenas, court orders, payer audits, and Medicare documentation requests. 

• Escalate legal, complex, or unclear requests to Privacy/Compliance and the Lead Accounting Assistant. 

Clinical & Provider Clearance 

• Route all proposed record disclosures to treating clinicians and psychiatric/psych prescribing providers (as applicable) for review and written approval prior to release. 

• Document approvals, restrictions, redactions, or holds in the ROI log. 

• Place releases on hold and escalate if providers identify clinical risk or contraindications. 

Record Preparation & Fulfillment 

• Retrieve designated records from the EHR or document repository. 

• Assemble, paginate, label, and redact records per policy and provider guidance. 

• Apply secure encryption and approved delivery methods (secure email, portal, or secure fax). 

• Maintain complete documentation including date/time, recipient, contents, delivery method, and authorizing documents. 

Timeliness, Quality & Audits 

• Meet internal SLAs and all federal/state response timelines, including CMS requirements for Medicare records. 

• Perform quality checks prior to release to ensure accuracy and compliance. 

• Participate in ROI, payer, and Medicare audits and remediate findings promptly. 

Compliance & Information Security 

• Strictly adhere to HIPAA, privacy, confidentiality, and records retention standards. 

• Apply the minimum necessary standard for all disclosures. 

• Follow remote security protocols including VPN, MFA, approved devices, and private workspace requirements. 

• Immediately report and escalate potential privacy incidents or mis disclosures per policy. 

Collaboration & Communication 

• Work closely with Privacy/Compliance, Lead Accounting Assistant, clinicians, psychiatric providers, Admissions, and external partners. 

• Maintain clear, professional, trauma-informed, and family-centered email communication. 

• Contribute to SOPs, templates, and process improvements related to records management. 

Required Qualifications 

• 2+ years of experience in medical records, release of information, health information management, or healthcare documentation. 

• Strong working knowledge of HIPAA privacy/security and the minimum necessary standard. 

• Familiarity with behavioral health records and heightened confidentiality requirements. 

• Excellent written communication skills in an email-centric role. 

• High attention to detail with document handling, redaction, and file organization. 

• Proficiency with EHR systems, secure email/encryption tools, eFax, and Microsoft 365 or Google Workspace. 

Preferred Qualifications 

• Experience with adolescent or family-based behavioral health programs. 

• Knowledge of ROI nuances related to minors, guardianship, custody orders, and psychotherapy notes. 

• Experience with payer audits or Medicare documentation. 

• RHIT, CHDS, CHPS, or similar certification (or progress toward certification). 

Core Competencies 

• Accuracy & Quality: Zero-defect approach to authorizations, approvals, redactions, and logs. 

• Confidentiality & Ethics: Sound judgment with sensitive patient and family information. 

• Time Management: Ability to prioritize high-volume requests by deadline and risk. 

• Customer Service: Clear, respectful, and professional communication. 

• Accountability: Follows policy precisely and documents every step. 

This is a 100% Remote work

Up to $6/hr

Full time