Responsibilities
- Process incoming requests for medical records received via email, patient portal, secure fax, mail, subpoenas, court orders, and payer or Medicare channels
- Confirm receipt using standardized templates and provide regular updates on request status
- Verify the identity and legal authority of individuals or entities requesting records
- Assess authorizations for validity, including scope, intended use, expiration date, and adherence to minimum necessary guidelines
- Recognize and protect sensitive information such as substance use treatment records, psychotherapy notes, HIV/STD results, minor records, and third-party data
- Evaluate legal and administrative documents including subpoenas, court orders, and payer audit requests
- Refer complex, ambiguous, or legally significant requests to Privacy/Compliance and the Lead Accounting Assistant
- Submit all proposed record disclosures to treating clinicians and psychiatric prescribers for formal review and written approval before release
- Record all approvals, restrictions, redactions, or holds in the official release of information log
- Pause releases and escalate cases where providers flag clinical risks or contraindications
- Locate and extract required records from the electronic health record or document storage systems
- Prepare records for release by organizing, numbering, labeling, and redacting content according to policy and provider instructions
- Use encrypted transmission methods such as secure email, patient portal, or secure fax for all disclosures
- Keep detailed records of each release, including timestamp, recipient, contents, delivery method, and supporting documentation
- Meet internal service level agreements and comply with federal and state deadlines, including CMS requirements for Medicare-related requests
- Conduct quality assurance reviews before finalizing any record release to ensure accuracy and regulatory compliance
- Support audits related to release of information, payer requests, and Medicare, and assist in correcting identified issues
- Follow HIPAA regulations and organizational standards for privacy, confidentiality, and record retention
- Apply the minimum necessary standard to every disclosure to protect patient privacy
- Adhere to remote work security requirements including use of VPN, multi-factor authentication, approved devices, and a private workspace
- Report and escalate any suspected privacy breaches or improper disclosures immediately according to policy
- Collaborate with Privacy/Compliance, the Lead Accounting Assistant, clinicians, psychiatric providers, Admissions, and external stakeholders
- Maintain clear, professional, trauma-informed, and family-centered written communication in all email correspondence
- Support the development and improvement of standard operating procedures, templates, and records management workflows
Compensation
Up to $6/hr
Work Arrangement
100% Remote
Team
Full time
Other
- This is a 100% Remote work
- Up to $6/hr
- Full time
