Medical Records Specialist

Here's the job description:
Job Title: Medical Records Specialist
Department: Health Information Management
Reports To: Practice Manager
Status: Full-Time | Non-Exempt
Position Summary
The Medical Records Specialist is responsible for the comprehensive management of incoming medical records requests and related communications. This role serves as the primary point of contact for all inbound faxes, records requests, and phone inquiries, while ensuring all records releases comply with HIPAA regulations, organizational policies, and applicable federal and state laws. The specialist works closely with management to support payor and legal records requests, and collaborates with provider offices and patients to obtain all necessary authorizations prior to release.
Key Responsibilities
Inbound Fax & Records Request Management
Monitor and process all inbound faxes on a daily basis, triaging and routing accordingly
Review and log all inbound records requests, verifying completeness and legitimacy before processing
Ensure all requests are tracked in the records management system with accurate status updates
Meet established turnaround time standards for records fulfillment
Inbound Call Management
Answer and manage inbound calls from patients, provider offices, insurance companies, attorneys, and other authorized parties requesting medical records
Provide professional, accurate guidance on the records request process, required documentation, and expected timelines
Escalate complex or sensitive inquiries to management as appropriate
Authorization & Compliance
Verify that all required authorizations, consents, and clearances are obtained prior to releasing any patient records
Ensure all releases comply with HIPAA Privacy Rules, 42 CFR Part 2 (where applicable), and state-specific regulations
Identify and flag any incomplete, expired, or deficient authorizations and follow up to resolve
Payor & Legal Request Support
Assist management in fulfilling records requests from insurance payors, including pre-authorization reviews, audits, and claims-related requests
Support the processing of legal requests including subpoenas, attorney requests, and court orders under the direction of management
Maintain accurate documentation of all payor and legal requests and their dispositions
Provider & Patient Communication
Communicate professionally with external provider offices to coordinate records exchanges and ensure proper documentation is in place
Contact patients as needed to explain the authorization process, obtain signatures, and answer questions regarding their records
Serve as a liaison between internal departments and external parties to facilitate timely and compliant records fulfillment
General Duties
Maintain organized and accurate records logs, tracking all requests from receipt through completion
Identify process gaps and communicate recommendations to management
Support cross-training and coverage within the Health Information Management team as needed
Qualifications
High school diploma or equivalent required; Associate's degree in Health Information Technology or related field preferred
Minimum 1–2 years of experience in medical records, health information management, or a related healthcare administrative role
Working knowledge of HIPAA regulations and medical records release requirements
Familiarity with electronic health record (EHR) systems and fax management platforms
Strong organizational skills with the ability to manage high volumes of requests accurately
Excellent verbal and written communication skills
Ability to handle sensitive and confidential information with professionalism and discretion

Employment type
Full-Time

Work arrangement
No