Medical Records Associate

Upstream Rehabilitation • Birmingham, AL

7d • 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, respond to requester inquiries, prepare and distribute records, manage fee invoices, and notarize approved documents. The associate works closely with the Records Custodian, routing legal, certified, and complex requests as appropriate and completing assigned tasks related to those cases. This position is onsite at the company’s Birmingham, Alabama office and supports the organization’s mission, vision, and values.

Requirements

• High school diploma or equivalent.
• 1–3 years of experience in medical records, ROI, or a healthcare-related environment.
• Active Alabama Notary Public commission, or ability to obtain one within 90 days of hire.
• Proficiency with 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 outpatient rehabilitation, physical therapy, orthopedic, or similar healthcare settings.
• 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 ROI requests from receipt through release, 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 about 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; complete assigned tasks related to those cases.
• Prepare and distribute records by mail, courier, and secure electronic delivery.
• Process incoming mail and scan paper requests and records into appropriate systems.
• Apply fees in accordance with 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; 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.

Benefits

• Annual paid Charity Day to support a cause meaningful to the employee.
• 100% employer-paid medical health insurance premium option.
• Dental insurance.
• Vision insurance.
• 401(k) with company match.
• Generous paid time off.
• Paid holidays.
• Ongoing education, leadership development, and professional growth opportunities.
• Competitive compensation and comprehensive benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED