V101 - Executive Assistant | Medical Records and Case Support Specialist

Job Duck

11d•$1,060 - $1,150•Remote

About The Position

As a Records and Case Support Specialist, you will play an important role in supporting the day to day management of client files by coordinating medical, imaging, billing, and other records requests. You will communicate regularly with medical providers, manage requests through multiple portals, track payments and invoices, and help ensure documentation is received accurately and on time. This role is ideal for someone who is highly organized, detail oriented, dependable, and comfortable managing multiple priorities while following each request through to completion. Job Duck is looking for someone who takes ownership of their responsibilities, communicates professionally, and can confidently identify problems and find practical solutions.

Requirements

Time zone: MST
Expected phone activity: Approximately 50 calls per week
Scheduling platform: Calendly
The ideal candidate should be comfortable working with multiple provider portals, online systems, and digital records.
The role requires professional communication with medical providers, clients, case managers, and other relevant contacts.
The position involves handling sensitive records, invoices, payments, and file related information with accuracy and discretion.
Highly organized and detail oriented, with strong attention to accuracy when managing records, requests, invoices, and payments.
Independent and capable of managing responsibilities with minimal supervision.
Reliable and consistent when following up on pending requests, outstanding documentation, payments, and other open items.
Strong problem solving skills, with the ability to identify issues, determine appropriate solutions, and follow through until resolution.
Strong time management skills and the ability to manage multiple requests, deadlines, and competing priorities simultaneously.
Excellent verbal and written communication skills for professional interactions with providers, clients, case managers, and other contacts.
Comfortable communicating by phone and email on a regular basis.
Confident and professional when negotiating with providers regarding invoices and requesting reductions when appropriate.
Comfortable learning and navigating different software, systems, provider portals, and online platforms.
Demonstrates ownership, accountability, sound judgment, and a consistent commitment to completing assigned tasks.
Able to exercise good judgment when managing file expenses and determining priorities.

Responsibilities

Communicate regularly with medical providers and other relevant contacts, with approximately 50 calls per week.
Complete daily mailroom duties, including renaming files and moving documents to the appropriate files.
Maintain and update provider and department contact information.
Review invoices and negotiate reductions with providers when appropriate to help manage file expenses.
Monitor outstanding requests and take appropriate follow up action to ensure timely completion.
Maintain accurate and organized records throughout the request and documentation process.
Edit forms and documentation when necessary.
Draft and complete request letters and forms.
Schedule appointments between clients and case managers using Calendly.
Handle cancellations and follow up on issues related to records and other requests.
Assist with balance related tasks as needed.
Process payments for requested records and maintain accurate invoice and payment tracking.
Work with various provider portals and ensure requests are received and processed in a timely manner.
Request and follow up on medical, imaging, and billing records.