Medical Records Specialist

Function

The primary function of the Medical Records Specialist is to ensure medical records are provided to clients, insurance companies, lawyers, and other third parties in compliance with HIPAA regulations in a timely manner. Enthusiastically supports, practices and communicates the agency’s mission and statement of values.

Qualifications

• A minimum of one year’s experience working with medical records OR a diploma from a community college or a certificate from a recognized business institute with some medical records experience OR two (2) years’ experience in a healthcare office work.

Job Responsibilities

• Utilize and maintain a system to track the status of medical records requests during the various stages of processing.
• Facilitate responses to requests for medical record information.
• Act as a point of contact for attorneys, insurance companies, and disability analysts requesting copies of a client’s behavioral health records.
• Ensure that HIPAA Authorization to Release Health Information forms are completed correctly and adhere to OMH guidelines.
• Use Electronic Health Records database to monitor and run reports related to compliance.
• Issue reports on findings on a scheduled basis.
• Interface with billing staff to communicate compliance violations that impact claim submissions.
• Facilitate responses to requests for medical record information, in conjunction with the Behavioral Health Quality Assurance Supervisor.
• Perform other duties as assigned.

Skills & Abilities

• Experience working with Electronic Health Records systems.
• Knowledge of HIPAA Privacy and Security.
• Excellent Microsoft Excel skills.
• Customer service orientation.
• Problem solving.
• Ability to learn and work within agency procedures and guidelines.
• Ability to exercise sound judgment in tracking sources of errors and using established guidelines to determine corrective action.
• Ability to work independently and as part of a team.

Essential Requirements

• Willingness to travel between Behavioral Health Centers as needed.
• Must have an up-to-date cellphone.
• Ability to sit/stand for lengths of time.

Pay

$20.00 per hour (Full‑Time, Non‑Exempt).

Schedule

40‑hour work week, hybrid schedule. Occasional travel to behavioral health sites throughout Dutchess and Ulster Counties.

Benefits

• Medical, dental, and vision coverage.
• 403(b) retirement plan with employer match up to 5%.
• Generous paid vacation, holiday, sick and personal time package (2 weeks’ vacation in first year, 13 paid holidays per year, 12 sick days per year, and 4 personal days per year).
• Employee assistance program (EAP).
• Access to Family Services’ Compassionate Leave Program where employees can donate/receive unused time off.
• Group term life and long‑term disability insurance.
• Supplemental life insurance & accidental death and dismemberment coverage (AD&D).
• Supplemental insurance through Aflac.
• Pet insurance.

Mission & Values

Our Mission: To support people, strengthen families, and nurture safer, healthier communities.

Our Values:

• Integrity – Being honest and trustworthy.
• Compassion – Extending empathy and understanding to others.
• Hope – Believing in the strength of the human spirit and heart, to emerge and thrive in the face of challenge.
• Diversity – Promoting a vision of community comprised of wide‑ranging assets.
• Respect – Treating all individuals with dignity and without judgement.
• Community – Recognizing and reinforcing the importance of our world as being comprised of people of differing strengths and perspectives.
• Justice – Promoting social and economic equity and fairness.
• Quality – Striving for excellence in every aspect of our work.