Medical Records Associate

Upstream Rehabilitation•Birmingham, AL

6d•Onsite

About The Position

Upstream Rehabilitation is seeking a Medical Records Associate to process routine Release of Information (ROI) requests from intake through delivery, resolve incomplete requests, and respond to requester inquiries. The role also prepares and distributes records, manages fee invoices, and performs notarization as a commissioned Alabama Notary Public. The associate works with the Records Custodian by routing legal, certified, and complex requests as appropriate and completing assigned tasks for those cases. This position is performed onsite at the company's Birmingham, Alabama office. Upstream Rehabilitation is a provider of outpatient physical and occupational therapy services, with more than 1,200 locations, 26 brand partners, and 8,000+ employees. The associate supports the organization's mission and operations by ensuring accurate, timely, and compliant handling of medical records.

Requirements

High school diploma or equivalent.
1–3 years of experience in medical records, release of information (ROI), or a healthcare-related environment.
Active Notary Public commission in the State of Alabama, or the ability to obtain one within 90 days of hire.
Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
Strong attention to detail and commitment to accuracy.
Working knowledge of HIPAA privacy regulations and medical terminology.
Strong organizational and time management skills, including the ability to manage a high-volume workload and meet established turnaround times.
Experience working with electronic medical record (EMR) systems.

Nice To Haves

Experience processing ROI requests in an outpatient rehabilitation, physical therapy, orthopedic, or similar healthcare setting.
Experience handling attorney, insurance, and other third-party medical records requests.
Strong written and verbal communication skills and the ability to interact professionally and courteously with patients, attorneys, insurance representatives, and clinic staff.
Call center or customer service experience.
Experience with Raintree or similar EMR platforms.
Experience using ROI tracking or records management software.

Responsibilities

Process routine Release of Information (ROI) requests from receipt through release, including validating requests and authorizations and retrieving records from current, legacy, or off-site sources.
Log requests, releases, and deliveries in the tracking system and identify duplicate requests as needed.
Follow up with requesters regarding incomplete submissions and manage assigned queues until requests are resolved or closed.
Route legal, certified, and complex requests to the Records Custodian, including court orders, subpoenas, legal holds, records that cannot be located, and escalated matters, and complete assigned tasks related to those cases.
Prepare and distribute records through mail, courier, and secure electronic delivery methods.
Process incoming mail and scan paper requests and records into appropriate systems.
Apply fees according to state regulations and company policy, issue invoices, and respond to fee-related inquiries.
Notarize record certifications, affidavits, and other approved documents.
Respond to phone calls, voicemails, and emails about request status and requirements, and verify requester identity and authorization before releasing information.
Direct requesters to approved submission channels and resources.
Release records only as permitted by the request, authorization, company policy, and HIPAA requirements, verifying the patient, scope, and recipient before release.
Identify chart errors and documentation gaps discovered during processing and route patient amendment requests according to department procedures.
Perform other projects and duties as assigned.