Medical Record Specialist

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Receive, log, and monitor all incoming requests for medical records via email, patient portal, secure fax, mail, subpoenas, court orders, payer, and Medicare requests.

• Acknowledge receipt using designated templates and provide ongoing status updates.

• Verify the identity and authority of individuals making requests.

• Ensure authorizations are validated for their scope, purpose, expiration, and adherence to minimum necessary standards.

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

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

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

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

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

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

• Retrieve specified records from the EHR or document repository.

• Assemble, paginate, label, and redact records in accordance with policy and provider instructions.

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

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

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

• Conduct quality checks before release to ensure accuracy and compliance.

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

• Rigorously follow HIPAA, privacy, confidentiality, and records retention standards.

• Apply the minimum necessary standard for all disclosures.

• Adhere to remote security protocols including VPN, MFA, approved devices, and private workspace standards.

• Promptly report and escalate potential privacy incidents or mis-disclosures in accordance with policy.

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

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

• Contribute to the development of SOPs, templates, and process enhancements related to records management.

⛳️ Requirements

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

• Strong understanding of HIPAA privacy/security regulations and the minimum necessary standard.

• Familiarity with behavioral health records and their specific confidentiality requirements.

• Excellent written communication skills, particularly in an email-focused environment.

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

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

🏝️ Benefits

• Opportunities for professional development and continued education.

• Comprehensive health and wellness programs.

• Flexible working arrangements to promote work-life balance.