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Medical Records Specialist (Onsite)- Part- Time
đź“Ť Location: 195 Page Mill Road, Suite 103, Palo Alto, CA 94306
đź•’ Type: Part-Time (Onsite)
Why This Role Matters:
At Midi Health, accuracy and timeliness aren’t just operational details they directly impact patient care, billing outcomes, and regulatory compliance.
As our Medical Records Specialist, you’ll play a critical role in ensuring that sensitive patient and operational documents are handled securely, routed correctly, and processed without delay. This role is essential to keeping our virtual care operations running smoothly.
What You’ll Do:
Mail Intake & Processing
Receive, open, sort, and log incoming physical mail daily
Identify and categorize documents including:
Lab results
Referrals
Insurance notices
Pharmacy communications
Clinical correspondence
Digitize documents using high-volume scanners and route appropriately:
Clinical documents → EHR / billing vendor
Non-clinical documents (HR, Finance, RCM, Operations) → internal teams
Fax time-sensitive medical documents following established workflows
Proactively update mailing addresses with organizations sending patient information
Compliance & Accuracy:
Maintain strict compliance with HIPAA and company privacy policies
Ensure precise document labeling, indexing, and routing (low tolerance for error)
Flag urgent or time-sensitive materials and escalate immediately per protocol
Vendor & Address Management:
Contact insurance plans, pharmacies, labs, and vendors to correct or update mailing addresses
Maintain accurate mail logs and address correction records
Collaboration & Support:
Partner closely with clinical, revenue cycle, and administrative teams
Support audits, special projects, and ad-hoc operational needs as assigned
Required Qualifications
1–3 years of experience in a healthcare, medical office, or HIPAA-regulated environment
Experience handling confidential medical or financial documents
Exceptional attention to detail and ability to follow standardized processes
Ability to work independently with minimal supervision
Comfort using scanners, fax machines, and document management tools
Clear written and verbal communication skills
Preferred Qualifications
Background in medical records, HIM, document management, or healthcare operations
Familiarity with EHR systems (e.g., Athenahealth, Epic, Cerner)
Experience working with insurance companies, pharmacies, or laboratories
Experience in a high-volume, accuracy-sensitive environment
Working Conditions:
On-site role, starting at 3 days per week
Sedentary work with frequent computer use
Ability to lift and carry mail/packages up to 25 lbs
Regular use of scanning, faxing, and office equipment
At this time, Midi is unable to provide visa sponsorship. Candidates must be authorized to work in the U.S. without current or future sponsorship needs.
The Salary range for this role will depend on experience. The range is $20-30hr.
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