Medical Record Specialist

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🕒 June 25

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Remote Raven

WebsiteLinkedInAll Job Openings

11 - 50 employees

💼 Consulting

📦 Logistics

📣 Marketing

Consulting • Logistics • Marketing

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.

📋 Description

• Receive, log, and track all incoming medical records requests (email, patient portal, secure fax, mail, subpoenas, court orders, payer and Medicare requests). • Acknowledge receipt using approved templates and maintain ongoing status communication. • Verify identity and authority of requestors. • Validate authorizations for scope, purpose, expiration, and minimum necessary standards. • Identify special protections (e.g., 42 CFR Part 2, psychotherapy notes, HIV/STD results, minor records, third-party information). • Review subpoenas, court orders, payer audits, and Medicare documentation requests. • Escalate legal, complex, or unclear requests to Privacy/Compliance and the Lead Accounting Assistant. • Route all proposed record disclosures to treating clinicians and psychiatric/psych prescribing providers (as applicable) for review and written approval prior to release. • Document approvals, restrictions, redactions, or holds in the ROI log. • Place releases on hold and escalate if providers identify clinical risk or contraindications. • Retrieve designated records from the EHR or document repository. • Assemble, paginate, label, and redact records per policy and provider guidance. • Apply secure encryption and approved delivery methods (secure email, portal, or secure fax). • Maintain complete documentation including date/time, recipient, contents, delivery method, and authorizing documents. • Meet internal SLAs and all federal/state response timelines, including CMS requirements for Medicare records. • Perform quality checks prior to release to ensure accuracy and compliance. • Participate in ROI, payer, and Medicare audits and remediate findings promptly. • Strictly adhere to HIPAA, privacy, confidentiality, and records retention standards. • Apply the minimum necessary standard for all disclosures. • Follow remote security protocols including VPN, MFA, approved devices, and private workspace requirements. • Immediately report and escalate potential privacy incidents or mis disclosures per policy. • Work closely with Privacy/Compliance, Lead Accounting Assistant, clinicians, psychiatric providers, Admissions, and external partners. • Maintain clear, professional, trauma-informed, and family-centered email communication. • Contribute to SOPs, templates, and process improvements related to records management.

🎯 Requirements

• 2+ years of experience in medical records, release of information, health information management, or healthcare documentation. • Strong working knowledge of HIPAA privacy/security and the minimum necessary standard. • Familiarity with behavioral health records and heightened confidentiality requirements. • Excellent written communication skills in an email-centric role. • High attention to detail with document handling, redaction, and file organization. • Proficiency with EHR systems, secure email/encryption tools, eFax, and Microsoft 365 or Google Workspace.