Medical Records Specialist
About The Position
The Medical Records Specialist is responsible for the comprehensive management of incoming medical records requests and related communications. This role serves as the primary point of contact for all inbound faxes, records requests, and phone inquiries, while ensuring all records releases comply with HIPAA regulations, organizational policies, and applicable federal and state laws. The specialist works closely with management to support payor and legal records requests, and collaborates with provider offices and patients to obtain all necessary authorizations prior to release.
Requirements
- High school diploma or equivalent required
- Minimum 1–2 years of experience in medical records, health information management, or a related healthcare administrative role
- Working knowledge of HIPAA regulations and medical records release requirements
- Familiarity with electronic health record (EHR) systems and fax management platforms
- Strong organizational skills with the ability to manage high volumes of requests accurately
- Excellent verbal and written communication skills
- Ability to handle sensitive and confidential information with professionalism and discretion
Nice To Haves
- Associate's degree in Health Information Technology or related field preferred
Responsibilities
- Monitor and process all inbound faxes on a daily basis, triaging and routing accordingly
- Review and log all inbound records requests, verifying completeness and legitimacy before processing
- Ensure all requests are tracked in the records management system with accurate status updates
- Meet established turnaround time standards for records fulfillment
- Answer and manage inbound calls from patients, provider offices, insurance companies, attorneys, and other authorized parties requesting medical records
- Provide professional, accurate guidance on the records request process, required documentation, and expected timelines
- Escalate complex or sensitive inquiries to management as appropriate
- Verify that all required authorizations, consents, and clearances are obtained prior to releasing any patient records
- Ensure all releases comply with HIPAA Privacy Rules, 42 CFR Part 2 (where applicable), and state-specific regulations
- Identify and flag any incomplete, expired, or deficient authorizations and follow up to resolve
- Assist management in fulfilling records requests from insurance payors, including pre-authorization reviews, audits, and claims-related requests
- Support the processing of legal requests including subpoenas, attorney requests, and court orders under the direction of management
- Maintain accurate documentation of all payor and legal requests and their dispositions
- Communicate professionally with external provider offices to coordinate records exchanges and ensure proper documentation is in place
- Contact patients as needed to explain the authorization process, obtain signatures, and answer questions regarding their records
- Serve as a liaison between internal departments and external parties to facilitate timely and compliant records fulfillment
- Maintain organized and accurate records logs, tracking all requests from receipt through completion
- Identify process gaps and communicate recommendations to management
- Support cross-training and coverage within the Health Information Management team as needed
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
