Document Administrator

About the role

Carter Psychology Center is seeking a detail-driven Remote Document Administrator to manage, organize, and safeguard our digital clinical files and administrative records. In this fully remote position, you will support practice management by maintaining a structured and secure document environment that meets strict regulatory standards.

Responsibilities

• Index, categorize, and archive incoming clinical intakes, diagnostic evaluations, and medical records within our electronic health database.
• Audit digital files for completeness, proper formatting, and correct data tagging via secure remote administrative workflows.
• Review and process formal records requests in accordance with institutional authorization procedures and HIPAA compliance laws (Release of Information support).
• Organize document storage systems, eliminate duplicate records, and maintain structured digital filing protocols for clinical staff access.
• Enforce strict privacy controls and security protocols to protect Electronic Protected Health Information (ePHI) from a secure home workspace.

Requirements

• High School Diploma or equivalent required; Associate’s or Bachelor’s degree in Health Information Management, Business Administration, or related field preferred.
• 2–4 years of experience in document control, records management, or health information administration.
• High proficiency with document management systems, Electronic Health Record (EHR) software, and Microsoft Office Suite (Word, Excel, PDF management).
• Strong understanding of HIPAA compliance, document security, and medical record retention guidelines.
• Reliable high-speed internet and a private home office setup tailored for secure remote document administration.

Skills

• Superior organizational capabilities and meticulous attention to detail.
• Strong written and verbal communication skills for cross-departmental coordination.
• Proven ability to manage confidential data with high ethical standards.

Pay

$27.00 – $30.00 per hour.

Schedule

Monday – Friday, daytime operational hours.