Medical Records Specialist - Part Time Onsite

Midi Health•Palo Alto, CA

19h•$20 - $30•Onsite

About The Position

At Midi Health, accuracy and timeliness aren’t just operational details they directly impact patient care, billing outcomes, and regulatory compliance. As our Medical Records Specialist, you’ll play a critical role in ensuring that sensitive patient and operational documents are handled securely, routed correctly, and processed without delay. This role is essential to keeping our virtual care operations running smoothly.

Requirements

1–3 years of experience in a healthcare, medical office, or HIPAA-regulated environment
Experience handling confidential medical or financial documents
Exceptional attention to detail and ability to follow standardized processes
Ability to work independently with minimal supervision
Comfort using scanners, fax machines, and document management tools
Clear written and verbal communication skills

Nice To Haves

Background in medical records, HIM, document management, or healthcare operations
Familiarity with EHR systems (e.g., Athenahealth, Epic, Cerner)
Experience working with insurance companies, pharmacies, or laboratories
Experience in a high-volume, accuracy-sensitive environment

Responsibilities

Mail Intake & Processing
Receive, open, sort, and log incoming physical mail daily
Identify and categorize documents including:
Lab results
Referrals
Insurance notices
Pharmacy communications
Clinical correspondence
Digitize documents using high-volume scanners and route appropriately:
Clinical documents → EHR / billing vendor
Non-clinical documents (HR, Finance, RCM, Operations) → internal teams
Fax time-sensitive medical documents following established workflows
Proactively update mailing addresses with organizations sending patient information
Compliance & Accuracy:
Maintain strict compliance with HIPAA and company privacy policies
Ensure precise document labeling, indexing, and routing (low tolerance for error)
Flag urgent or time-sensitive materials and escalate immediately per protocol
Vendor & Address Management:
Contact insurance plans, pharmacies, labs, and vendors to correct or update mailing addresses
Maintain accurate mail logs and address correction records
Collaboration & Support:
Partner closely with clinical, revenue cycle, and administrative teams
Support audits, special projects, and ad-hoc operational needs as assigned