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Role 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 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.
Qualifications
• 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.
Preferred Qualifications
• Experience with adolescent or family-based behavioral health programs.
• Knowledge of ROI nuances related to minors, guardianship, custody orders, and psychotherapy notes.
• Experience with payer audits or Medicare documentation.
• RHIT, CHDS, CHPS, or similar certification (or progress toward certification).
Core Competencies
• Accuracy & Quality: Zero-defect approach to authorizations, approvals, redactions, and logs.
• Confidentiality & Ethics: Sound judgment with sensitive patient and family information.
• Time Management: Ability to prioritize high-volume requests by deadline and risk.
• Customer Service: Clear, respectful, and professional communication.
• Accountability: Follows policy precisely and documents every step.
Work Environment
This is a 100% Remote work position.
Compensation: Up to $6/hr
Employment Type: Full time