Horizon Recovery is hiring a Medical Record Specialist to own the complete lifecycle of medical records requests. You will ensure strict adherence to HIPAA, privacy regulations, and internal policies while managing intake, validation, preparation, and secure release of sensitive health information.
What You'll Do
- Receive, log, and track all incoming medical records requests via email, patient portal, secure fax, mail, subpoenas, court orders, and payer requests.
- Acknowledge receipt and maintain ongoing status communication using approved templates.
- Verify requestor identity and authority, and validate authorizations for scope, purpose, and expiration.
- Identify and apply special protections for sensitive records like psychotherapy notes, HIV/STD results, and minor records.
- Review subpoenas, court orders, and payer audit requests, escalating complex legal issues as needed.
- Route all proposed disclosures to treating clinicians for review and written approval prior to release.
- Document approvals, restrictions, redactions, or holds in the ROI log and escalate clinical concerns.
- Retrieve records from the EHR, then assemble, paginate, label, and redact per policy.
- Apply secure encryption and deliver records via approved secure methods.
- Maintain complete documentation of all disclosures, including date, recipient, contents, and method.
- Meet internal SLAs and all federal/state response timelines, including CMS requirements.
- Perform quality checks prior to release and participate in audits to remediate findings.
- Strictly adhere to HIPAA, privacy standards, records retention policies, and the minimum necessary standard.
- Follow remote security protocols including VPN, MFA, and approved device usage.
- Immediately report and escalate potential privacy incidents or mis disclosures.
- Work closely with Privacy/Compliance, clinicians, psychiatric providers, Admissions, and external partners.
- Maintain clear, professional, trauma-informed, and family-centered email communication.
- Contribute to SOPs, templates, and process improvements for records management.
What We're Looking For
- 2+ years of experience in medical records, release of information, or health information management.
- Strong working knowledge of HIPAA privacy/security rules and the minimum necessary standard.
- Familiarity with behavioral health records and heightened confidentiality requirements.
- Excellent written communication skills for 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.
Nice to Have
- 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).
Technical Stack
- EHR systems
- Secure email and encryption tools
- eFax
- Microsoft 365
- Google Workspace
Team & Environment
You will work closely with the Privacy/Compliance team, Lead Accounting Assistant, clinicians, psychiatric providers, the Admissions team, and external partners.
Benefits & Compensation
- Compensation up to $6/hr
Work Mode
This is a global remote position.
Horizon Recovery is an equal opportunity employer.
