Medical Records Custodian

Upstream Rehabilitation • Birmingham, AL

13d • Onsite

About The Position

Upstream Rehabilitation is seeking a Medical Records Custodian to serve as the Company's designated Custodian of Records. This onsite role in Birmingham, Alabama manages legal and certified medical records requests from receipt through documented closure, including certifications and affidavits, subpoenas and court orders, legal holds, requests for records that cannot be located in current systems, and requests escalated by Sales. The custodian is accountable for the accuracy, completeness, and defensibility of certified records and related documentation and may be asked to testify in depositions or court proceedings about the Company's record-keeping practices and records management processes.

The position works with Compliance, Legal, Sales, Account Management, attorneys, insurance representatives, and other stakeholders. It includes releasing information only to authorized requesters and as permitted by applicable authorizations, court orders, company policies, and HIPAA requirements. The role also tracks recurring errors and operational metrics and escalates questionable or high-risk requests to Compliance before information is released.

Requirements

• High school diploma or equivalent.
• Two or more years of experience managing healthcare records or processing Release of Information (ROI) requests.
• Experience handling legal ROI requests, including personal injury, motor vehicle accident, and workers' compensation matters.
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
• Strong attention to detail and commitment to accuracy.
• Working knowledge of HIPAA privacy regulations, state medical records requirements, records retention practices, and medical terminology.
• Ability to manage high volumes of legal, insurance, and medical records documentation with a high degree of accuracy.
• Sound judgment in determining what information may be released under an authorization, request, subpoena, or court order, and when to escalate concerns to Compliance or Legal.
• Strong written communication skills and ability to communicate professionally with attorneys, insurance representatives, and internal stakeholders.
• Ability to remain composed and professional when responding to inquiries regarding records management and record-keeping practices.
• Strong analytical and problem-solving skills, including identifying recurring errors, root causes, and process improvement opportunities.
• Experience working with electronic medical record (EMR) systems such as Raintree, WebPT, Net Health, Epic, or eClinicalWorks.

Nice To Haves

• Associate's or bachelor's degree in Health Information Management (HIM), Healthcare Administration, or a related field.
• Experience processing release of information requests in an outpatient rehabilitation, physical therapy, orthopedic, or similar healthcare environment.
• Experience serving as, or working directly with, a Custodian of Records.
• Experience with Raintree.
• Registered Health Information Technician (RHIT), Certified Release of Information Specialist (CRIS), or similar healthcare information management certification.

Responsibilities

• Serve as the Company's designated Custodian of Records and certify the authenticity and completeness of records produced by the organization.
• Prepare and sign records certifications and business records affidavits, coordinating notarization with the designated Notary Public.
• Respond to subpoenas and court orders in partnership with the Director of Compliance and the General Counsel's Office.
• Provide testimony regarding the Company's record-keeping practices when required.
• Own the legal hold queue, including removing duplicate requests, prioritizing work, and releasing held requests once cleared by Legal.
• Manage legal, certified, and escalated records requests from receipt through documented closure.
• Manage requests escalated by Sales and Account Management through the established process and provide timely status updates to stakeholders.
• Maintain documented requirements for law firms with approved exceptions, including certification requirements and related documentation.
• Communicate professionally with attorneys and insurance representatives about request status, requirements, and records-related matters.
• Route relationship and account concerns to Sales or Account Management, as appropriate.
• Lead resolution of requests for records that cannot be located, including legacy system searches, account matching, and follow-up with requesters.
• Route identified chart errors, such as patient demographics or dates of service, through appropriate correction and amendment processes.
• Track recurring errors and their sources, and report trends, case aging, turnaround times, and operational risks to the Manager of Medical Records.
• Release information only to authorized requesters and as permitted by authorizations, court orders, company policies, and HIPAA requirements.
• Escalate questionable, unusual, or high-risk requests to the Director of Compliance before releasing information.
• Perform other projects and duties as assigned.

Benefits

• Annual paid Charity Day to give back to a cause meaningful to you.
• 100% employer-paid medical health insurance premium option available.
• Dental and vision insurance.
• 401(k) with company match.
• Generous PTO and paid holidays.
• Supportive team and leadership invested in your success.
• Ongoing professional development, leadership development programs, and education opportunities.

What This Job Offers

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