# Medical Record Specialist

**Company:** [Remote Raven](http://jobs.workable.com/companies/hhMk34dkVLDAmx6d9nAW1X.md)
**Location:** Remote
**Workplace:** remote

[Apply for this job](http://jobs.workable.com/view/8ba12ab5-b11f-4236-b53d-a15948677613)

## Description

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.

## Requirements

This is a 100% Remote work

Up to $6/hr

Full time