Medical Records Specialist

ICBD • Lauderdale Lakes, FL

1d • Onsite

About The Position

The Medical Records Specialist is responsible for processing, fulfilling, and tracking medical records requests to support payer audits, legal requests, and continuity of care. This role includes retrieving records from internal systems, ensuring accuracy and completeness, and delivering records via payer portals or mail in a timely and compliant manner. The principal functions of the position identified shall not be considered as a complete description of all the work requirements and expectations that may be inherent in the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Requirements

• High school diploma or equivalent required
• 1–3 years of experience in medical records, health information management, or a high-volume administrative role within a healthcare setting.
• Hands-on experience navigating EMR systems to extract specific data sets.
• Solid understanding of HIPAA regulations, HITECH Act, and state-specific laws regarding the Release of Information (ROI).
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat for merging, splitting, and redacting PDF documents.
• Ability to audit records for legibility, completeness, and "right patient, right document" accuracy to prevent data breaches.
• Proven ability to manage a high-volume queue with competing deadlines and priority levels.
• Strong professional verbal and written communication skills for interacting with internal clinical teams and external insurance payers.
• Ability to identify missing documentation or authorization gaps and proactively seek resolution.

Nice To Haves

• Associate degree in Health Information Management (HIM), Business Administration, or a related field strongly preferred.

Responsibilities

• Retrieve medical records from Electronic Medical Record (EMR) systems and document management systems
• Compile records based on request requirements (date ranges, encounter types, etc.)
• Review records for accuracy, completeness, and legibility
• Ensure correct patient and documentation are included prior to release
• Upload medical records to payer portals (e.g., UHC, Aetna, Cigna)
• Confirm successful submissions and document confirmation details
• Print, package, and mail records as required (including certified mail when applicable)
• Maintain organized documentation of all completed requests
• Review incoming requests for completeness and proper authorization
• Prioritize requests based on urgency and deadlines
• Update tracking systems with request status, completion dates, and notes
• Communicate with internal teams or payers regarding missing information or follow-ups
• Ensure all work complies with HIPAA and organizational policies
• Maintain strict confidentiality of patient information
• Follow established procedures for record release and documentation retention

Benefits

• 21 paid days off (15 days of PTO, which increases with tenure, plus 6 holidays).
• Flexible Spending Account (FSA) and Health Savings Account (HSA) options.
• Medical, dental, vision, long-term disability, and life insurance.
• Generous 401(k) with up to 6% employer match.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees