Financial and Medical Records Specialist

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August 19

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Remote Raven

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HR Tech • Recruitment • B2B

Remote Raven is a company that connects businesses with highly qualified virtual assistants to fill various roles across multiple industries. They focus on providing professional, college-educated, and well-trained remote workers from the Philippines who can handle diverse tasks, including customer service, bookkeeping, digital marketing, HR, healthcare, and web development among others. Remote Raven ensures that these remote workers are fluent in English and hold relevant degrees or certifications. They offer a simple and affordable recruiting process without start-up fees, aiming to help companies streamline their staffing needs with reliable remote personnel.

11 - 50 employees

👥 HR Tech

🎯 Recruiter

🤝 B2B

📋 Description

• The Finance and Medical Records Assistant is a remote, finance team role responsible for receiving, validating, fulfilling, and tracking all medical records requests from families/guardians, our external billing company, payers, attorneys/courts, and other authorized agencies. This position ensures every disclosure is supported by a valid legal authorization and complies with applicable privacy regulations (e.g., HIPAA and, where applicable, 42 CFR Part 2). When records requests are current and within service levels, the Assistant supports finance operations through crosstrained tasks such as paidtosubscriber correspondence, invoicing, and other department needs. • Key Responsibilities: Release of Information (ROI) & Records Fulfillment – Primary: Intake & Triage: Receive and log all incoming records requests (email, patient portal, secure fax, mail/subpoena). Acknowledge receipt using approved email templates. • Authorization Validation: Verify identity/authority of requestor; confirm scope, purpose, and expiration of authorization; check “minimum necessary” alignment; confirm any special protections (e.g., SUD information under 42 CFR Part 2, psychotherapy notes, HIV/STD results, minor records) and escalate when separate or more restrictive authorization is required. • Clinical & Psych Provider Clearance (New): Before any release, route the request and proposed record set to the treating clinician and the psychiatric/psych prescribing provider (as applicable) for review and written approval to confirm whether any content must be withheld or redacted (e.g., psychotherapy notes, thirdparty references, safety planning details, sensitive collateral information). Document approvals/holds in the ROI log and retain the dated confirmation. If a provider indicates clinical risk or contraindication to release, place the request on hold and escalate per policy to Privacy/Compliance and the Lead Accounting Assistant. • Legal Request Handling: Review subpoenas, court orders, and payer audits; route complex/legal matters to the Privacy/Compliance contact and Lead Accounting Assistant for guidance/approval. • Record Preparation: Retrieve designated record sets from the EHR/document repository; apply naming conventions; paginate and assemble PDFs; redact restricted content as directed by providers and policy; use secure encryption for outbound delivery. • Fulfillment & Documentation: Send records via approved secure methods (encrypted email, secure portal, or secure fax). Record date/time, contents, recipient, method, and authorizing document; maintain an auditable chain of custody. • Timeliness & Service Levels: Meet internal SLAs and applicable federal/state timeframes. Proactively communicate status and any missing elements to requestors. • Quality & Audits: Perform selfchecks and participate in periodic ROI audits; remediate findings promptly. • Finance CrossTraining & Support – Secondary: PaidtoSubscriber Correspondence; Invoicing & Statements; Billing Partner Coordination; General Finance Support. • Compliance & Information Security: HIPAA/PHI Safeguards; Security Practices (Remote); Incident Awareness. • Collaboration & Communication: Work closely with the Lead Accounting Assistant, Privacy/Compliance contact, clinical records custodians, treating clinicians, psychiatric providers, Admissions, and our billing partner; Maintain clear, courteous, trauma-informed and family-centered email communications.

🎯 Requirements

• 2+ years in medical records, health information management, payer documentation support, or billing/finance operations in a healthcare setting. • Proven knowledge of HIPAA privacy/security requirements and the minimum necessary standard; awareness of additional protections applicable to behavioral health and (where applicable) 42 CFR Part 2. • Strong written communication (email-centric role): concise, professional, and empathetic. • High accuracy with document handling, PDF redaction, and file organization. • Proficiency with EHR or document management systems, secure email/encryption, efax, and Microsoft 365/Google Workspace (especially Outlook/Gmail, Drive/SharePoint, Word/Docs, Excel/Sheets). • Experience serving adolescent/family populations or behavioral health programs. • Prior work supporting a thirdparty billing company or payer audits. • Familiarity with ROI nuances for minors/guardianship, custody orders, and psychotherapy notes. • Basic accounting support skills (invoicing, payment posting, EOB interpretation). • RHIT, CHDS, CHPS, or comparable certification (or progress toward one).