About The Role

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.

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.

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).

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.

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Medical Record Specialist