Medical Records Specialist

Job Summary

The Medical Records Specialist is responsible for accurately maintaining, processing, retrieving, and releasing patient medical records in accordance with company policies, HIPAA requirements, and applicable federal and state regulations. This position works closely with patients, referring physician offices, imaging center staff, and other authorized parties to ensure timely and accurate access to medical records, imaging reports, and related documentation.

The ideal candidate is highly organized, detail-oriented, comfortable working in a high-volume healthcare environment, and experienced with electronic medical records and medical records management systems. Knowledge of ClearPath or similar medical records software is preferred.

Essential Duties and Responsibilities

• Process requests for patient medical records, imaging reports, and related documentation accurately and within established turnaround times.
• Verify the identity and authorization of individuals requesting protected health information prior to releasing records.
• Review medical record requests and authorization forms for completeness and compliance with HIPAA and company requirements.
• Retrieve, organize, scan, upload, index, and maintain patient records within applicable electronic systems.
• Process requests from patients, physician offices, attorneys, insurance companies, healthcare facilities, and other authorized parties.
• Send medical records and imaging reports through approved secure methods, including electronic portals, secure email, fax, or other authorized systems.
• Assist with requests for imaging studies, CDs, electronic image transfers, and reports as applicable.
• Maintain accurate documentation of record requests, disclosures, and completed transactions.
• Monitor outstanding requests and follow up as necessary to ensure timely completion.
• Review patient records for accuracy and identify missing or incomplete documentation.
• Maintain confidentiality and security of protected health information at all times.
• Follow established procedures for responding to subpoenas, legal requests, insurance requests, and other third-party record requests, escalating questions to management when appropriate.
• Communicate professionally with patients, physician offices, internal staff, and external organizations regarding the status of medical record requests.
• Answer telephone calls and respond to emails related to medical records in a timely and professional manner.
• Assist with incoming documents, fax management, document indexing, and electronic filing.
• Work collaboratively with clinical, front-office, scheduling, billing, and administrative teams to resolve record-related issues.
• Identify and report discrepancies, duplicate records, incorrect patient information, or other documentation concerns.
• Follow company policies related to medical record retention, confidentiality, release of information, and document destruction.
• Maintain productivity and accuracy standards established by the organization.
• Participate in training and remain current on HIPAA, privacy, security, and medical records procedures.
• Perform additional administrative or medical records duties as assigned.

Qualifications

Required

• High school diploma or equivalent.
• Previous administrative, medical office, medical records, health information management, or related healthcare experience preferred.
• Working knowledge of medical terminology.
• Ability to maintain confidentiality and handle sensitive patient information appropriately.
• Strong computer skills and ability to learn multiple healthcare software platforms.
• Strong attention to detail and data-entry accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and work effectively in a high-volume environment.
• Strong written and verbal communication skills.
• Professional customer-service skills when interacting with patients, physician offices, and other external parties.

Preferred

• Previous experience working in a medical records or Health Information Management (HIM) function.
• Experience in an outpatient imaging, radiology, physician practice, or other healthcare environment.
• Knowledge of ClearPath medical records software or similar medical records, document management, or release-of-information software.
• Experience working with Electronic Medical Record (EMR) or Radiology Information System (RIS) platforms.
• Experience processing medical records requests and releases of information.
• Familiarity with HIPAA Privacy and Security requirements.
• Experience with electronic fax, document scanning, indexing, and secure medical record transmission.

Knowledge, Skills, and Abilities

• Understanding of patient confidentiality and HIPAA requirements.
• Ability to review documentation carefully for completeness and accuracy.
• Ability to appropriately handle protected health information (PHI).
• Ability to recognize when a request should be escalated to management or compliance.
• Strong problem-solving and follow-through skills.
• Ability to work independently while functioning effectively as part of a team.
• Ability to communicate professionally with individuals at all levels of the organization.
• Ability to prioritize urgent requests while maintaining accuracy.
• Dependable attendance and ability to meet established deadlines.

Physical Requirements

• Ability to perform computer-based work for extended periods.
• Ability to communicate effectively by telephone, email, and in person.
• Ability to sit, stand, bend, and perform routine office functions as required.
• Ability to lift and carry office files, supplies, or materials weighing up to 20 pounds as needed.

Confidentiality and Compliance

The Medical Records Specialist is expected to protect the confidentiality, integrity, and security of all patient and company information. The employee must comply with HIPAA, applicable privacy laws, company policies, and established procedures governing the access, use, storage, and disclosure of protected health information.

A job offer is contingent upon a successful background check and drug screen.