Job Description
This description is a summary of our understanding of the job description. Click on 'Apply' button to find out more. 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 bolthires 365 or bolthires 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 Apply tot his job