•THIS

IS NOT A REMOTE POSITION

•The Medical Records Specialist is responsible for ensuring patient records are complete, accurate, properly maintained, and released in accordance with company policies and applicable federal and state privacy requirements. This position works closely with providers, clinical staff, front office personnel, billing departments, patients, attorneys, insurance companies, healthcare facilities, and other authorized third parties. The ideal candidate will have experience working with electronic medical records, a strong understanding of HIPAA requirements, excellent attention to detail, and the ability to manage a high volume of requests while maintaining confidentiality and accuracy. Essential Duties and Responsibilities Medical Records Management Maintain accurate, complete, and organized electronic patient medical records. Review medical records for completeness and identify missing or incomplete documentation. Scan, upload, index, and appropriately categorize documents within the electronic medical record system. Ensure documents are filed under the correct patient and appropriate section of the medical record. Correct filing or indexing errors when identified. Assist with retrieving archived or historical medical records when necessary. Maintain confidentiality and security of all patient health information. Release of Information Receive, review, and process requests for medical records from patients, healthcare providers, attorneys, insurance companies, government agencies, and other authorized parties. Verify that appropriate patient authorization or other legally permitted documentation has been received before releasing protected health information. Review authorizations for completeness, including patient information, requested records, recipient information, purpose of disclosure when applicable, expiration dates, and patient signatures. Determine which portions of the medical record are responsive to each request. Prepare medical records for electronic, secure fax, mail, or other approved delivery methods. Maintain documentation of records released, including the requesting party, date of release, records provided, and method of delivery. Respond to medical records status inquiries in a professional and timely manner. HIPAA and Confidentiality Handle all Protected Health Information (PHI) in accordance with HIPAA, applicable state requirements, and Graff Foot, Ankle & Wound Care policies. Verify the identity and authority of individuals requesting patient information before releasing records. Use appropriate safeguards when transmitting, printing, discussing, storing, or disposing of PHI. Immediately report suspected privacy concerns, inappropriate disclosures, or security incidents to management. Participate in required HIPAA, compliance, and privacy training. Patient and Third-Party Communication Communicate professionally with patients regarding medical records requests. Provide instructions regarding required authorization forms and documentation. Respond to requests from physicians' offices, hospitals, surgery centers, insurance companies, attorneys, and other authorized entities. Follow up on incomplete or invalid medical records requests. Maintain courteous and professional communication, including during situations involving urgent or complex requests. Record Requests and Incoming Documentation Request medical records, imaging reports, laboratory results, operative reports, hospital records, and other documentation from outside healthcare organizations as directed. Track outstanding record requests and follow up when information has not been received. Route incoming records and clinical documents to the appropriate provider or department. Confirm that incoming documentation is associated with the correct patient before uploading it into the medical record. Quality Assurance Review records for accuracy prior to release. Verify patient identifiers on all documentation. Prevent duplicate, incomplete, incorrect, or misfiled documentation from becoming part of a patient's medical record. Assist with medical record audits and internal compliance reviews. Identify recurring documentation or filing issues and notify management. Maintain accurate tracking logs for outstanding and completed medical records requests. Administrative Support Assist with subpoenas, legal medical records requests, disability requests, insurance documentation, and other specialized records requests as assigned. Coordinate with billing, clinical, surgery scheduling, administration, and front office teams when records are needed. Assist management with preparation of documentation for audits, legal matters, payer requests, or regulatory reviews. Perform additional administrative and medical records duties as assigned. Minimum Qualifications High school diploma or equivalent required. Minimum of 1 year of experience in a medical office, medical records, health information management, or similar healthcare administrative position preferred . Experience working with an Electronic Medical Record (EMR/EHR) system preferred. Knowledge of HIPAA and patient confidentiality requirements. Strong computer and data-entry skills. Ability to work with electronic documents, scanners, fax systems, email, and Microsoft Office applications. Excellent organizational and time-management skills. Strong attention to detail and accuracy. Ability to handle confidential information appropriately. Ability to communicate professionally with patients, providers, attorneys, insurance representatives, and coworkers. Ability to prioritize multiple requests and meet deadlines in a fast-paced medical environment. Preferred Qualifications Previous experience specifically processing medical records or Release of Information (ROI) requests. Experience working in a multi-location medical practice. Experience with podiatry, wound care, surgical, or specialty medical records. Familiarity with medical terminology. Familiarity with insurance, legal, disability, and workers' compensation medical records requests. Experience with HST eChart, DrChrono, or similar EMR systems. RHIT, RHIA, or other Health Information Management certification is a plus but not required. Knowledge, Skills, and Abilities The successful candidate should demonstrate: Exceptional attention to detail. Strong organizational skills. Ability to maintain accurate documentation and tracking systems. Understanding of patient privacy and confidentiality. Ability to identify inconsistencies or missing documentation. Strong written and verbal communication skills. Ability to work independently while collaborating with multiple departments. Professional telephone and email etiquette. Ability to appropriately prioritize urgent and routine requests. Strong problem-solving and follow-through skills. Ability to maintain professionalism when handling sensitive patient, legal, or employee information. Performance Expectations The Medical Records Specialist is expected to: Process medical records requests accurately and within required timelines. Maintain accurate documentation of all disclosures and requests. Protect patient confidentiality at all times. Minimize filing, indexing, and release errors. Follow up consistently on outstanding requests. Maintain organized electronic records. Communicate professionally and promptly with internal and external parties. Follow all Graff Foot, Ankle & Wound Care policies and procedures. Complete assigned responsibilities independently and meet established deadlines. Physical Requirements This position generally requires prolonged periods of sitting and working at a computer. The employee must be able to: Sit, stand, and walk throughout the workday as necessary. Use a computer, telephone, scanner, copier, and other standard office equipment. Occasionally lift or move office materials weighing up to approximately 20 pounds. Communicate effectively in person, by telephone, and electronically. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. Confidentiality Due to the nature of this position, the Medical Records Specialist will have access to confidential patient, clinical, financial, and business information. The employee is required to maintain strict confidentiality and comply with all Graff Foot, Ankle & Wound Care privacy, HIPAA, information security, and confidentiality policies. Equal Employment Opportunity Graff Foot, Ankle & Wound Care provides equal employment opportunities to qualified individuals and does not discriminate on the basis of any status protected by applicable federal, state, or local law.

Pay:

From $17.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance

Experience:

Customer service: 1 year (Required) Medical office: 1 year (Required)

HIPAA:

1 year (Required)

Work Location:

In person