Medical Records Clerk

This position is responsible for the daily processing and review of records requested in support of the Revenue Cycle department, performed in a fully remote work environment.

Responsibilities

• Review and log all requests received electronically via ChartSwap, email, secure fax-to-email, website portal, and phone request.
• Review the records in question, document findings, and forward to the QAQR department for review and approval prior to release.
• Prepare and calculate the cost of requested records and provide the invoice to the requestor through electronic billing/invoicing systems.
• File and maintain patient medical records electronically in compliance with company policy and HIPAA regulations.
• Scan, upload, and notate medical record requests into the patient accounts system.
• Release medical records to authorized parties in accordance with HIPAA regulations, using secure electronic delivery methods.
• Handle incoming/outgoing phone and video calls in a courteous and professional manner, appropriately addressing requestor questions or concerns.
• Maintain a secure, HIPAA-compliant remote workspace and use company-approved, encrypted systems for all handling of protected health information (PHI).
• Collaborate with the QAQR team, Compliance Officer, Billing Director, and Collections Manager using virtual meeting platforms and secure messaging tools.
• Adhere to company policies and procedures, including remote work, data security, and equipment use policies.
• Perform other duties as assigned.

Requirements

• High School Diploma required, Associate Degree preferred.
• Minimum 2 years of experience performing medical billing, medical coding, verification, medical records, or accounts receivable management.
• Demonstrated prior success working in a remote or telecommute position preferred.

Skills

• Attention to detail.
• Intermediate knowledge of medical terminology and ambulance coding preferred.
• Knowledge of computers, office equipment, and standard medical records/document management software.
• Ability to maintain accurate electronic records and files in a fully digital, remote environment.
• Outstanding written and verbal communication skills, including professional phone and video etiquette.
• Continuous focus on quality with the ability to review, analyze, and interpret data.
• Outstanding time management skills.
• Demonstrated ability to work independently and stay self-motivated and productive without in-person supervision.
• Proficient with remote work technology (VPN, video conferencing, secure messaging, cloud-based document sharing).
• Basic awareness of cybersecurity best practices and data privacy requirements associated with handling PHI outside of a traditional office.

Remote Work Requirements

• Maintain a dedicated, private, HIPAA-compliant home workspace free from unauthorized access to protected health information (PHI).
• Have reliable high-speed internet service meeting minimum company-specified bandwidth requirements to support remote systems and video conferencing.
• Use company-approved equipment and security measures, including VPN, multi-factor authentication, and encrypted storage/transmission of records data.
• Be available and responsive during designated core business hours and able to attend scheduled virtual meetings with management and other departments.
• Have a suitable, ergonomic home office setup, including a reliable workstation and a quiet environment conducive to phone and video communication.

Physical Requirements

• Work around standard home-office conditions, with repetitive use of a keyboard at a workstation for extended periods, and use of manual dexterity.
• Must be able to sit for extended periods while working at a computer, and communicate effectively via phone and video conferencing in a remote environment.