Medical Records Mail Clerk

The Medical Records Associate is responsible for the accurate receipt, logging, tracking, and management of patient medical records received through multiple channels. This role ensures that all records are processed, summarized, and integrated into patient reports in compliance with applicable labor codes, legal requirements, and internal deadlines. The Associate plays a critical role in maintaining data integrity, supporting timely reviews, and upholding quality standards across all medical documentation. Key Responsibilities Open, sort, and scan physical mail Receive, log, track, and manage incoming medical records, supplemental report requests, diagnostic imaging, and sub rosa/surveillance video footage for a high-volume caseload supporting over 150 physicians. Coordinate the medical record review process with in-house staff, third-party vendors, and international partners to ensure clear communication and adherence to established timelines. Accurately incorporate medical record review content into corresponding patient reports with exceptional attention to detail. Perform comprehensive quality control reviews to identify and correct errors, inconsistencies, or discrepancies within medical record summaries and reports. Process and route all incoming and outgoing correspondence, including records received via email, fax, postal mail, USBs, CDs, and encrypted file transfers. Organize and maintain thousands of patient files using Google Drive and structured digital filing systems to ensure accessibility, accuracy, and compliance. Communicate professionally with attorneys and insurance adjusters to verify documentation accuracy, page counts, and compliance with labor codes, including preparation of declarations of records. Utilize PDF editing tools to apply file stamps, extract required documentation, consolidate submissions, and manage document formatting. Maintain precise documentation standards, ensuring all files are properly dated, labeled, and archived. Process subpoenas and compile required documentation to ensure complete and accurate fulfillment of legal orders. Develop, implement, and maintain quality control procedures, checklists, and best practices. Provide feedback, guidance, and training to team members to promote quality standards and error prevention. Identify, report, and escalate significant quality issues or compliance concerns to management in a timely manner. Qualifications Advanced proficiency in written and verbal English. Strong organizational, time-management, and multitasking abilities in a fast-paced environment. Proficiency in Google Workspace and Microsoft Office applications. Working knowledge of medical terminology preffered. Exceptional attention to detail with a high level of accuracy. Demonstrated professionalism, reliability, and effective communication skills. Previous administrative or medical records experience strongly preferred.

Job Type:

Full-time Pay:

$21.00 - $21.50 per hour

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance People with a criminal record are encouraged to apply

Work Location:

In person