Medical Records Specialist: Behavioral health

Required: 3+ years of experience in medical records, health information management, or related healthcare/behavioral health operations preferred. Overview The Medical Records Administrator oversees daily operations within the medical records department, ensuring that patient health information is accurately maintained, securely protected, and readily available for authorized use in compliance with HIPAA and payer requirements. The position leads the distribution and monitoring of medical records workload, supports staff through clear communication and quality oversight, and drives efficient, compliant workflows across the department. In addition to these core responsibilities, this role provides specialized support to appeals and clinical services, including coordinating documentation for payer appeals, clinical reviews, and other non-clinical administrative needs of the clinical team. Responsibilities Coordinate, delegate, and monitor daily workflow among the medical records team (onshore and offshore) to meet departmental goals and turnaround times. Oversee department communication with facilities, clients, and payers, including shared inboxes, messages, and portals, ensuring timely, professional responses and resolution. Review workload distribution and adjust assignments based on staffing levels, volume, and priority, managing overflow during peak periods. Process and QA medical records to verify completeness, accuracy, appropriate indexing, and compliance with regulatory and payer requirements. Prepare and submit finalized record packets and supporting documentation via approved transmission methods (portal, secure email, fax, mail) and maintain accurate logs and confirmations. Monitor record status across all work queues, follow up on missing or delayed records from facilities, and reconcile mail, fax, and electronic logs for accuracy and completeness. Conduct routine quality audits of records completed by the team; provide clear feedback, coaching, and corrective actions to onshore and offshore staff. Collaborate with staff to resolve charting issues, documentation gaps, and errors, and escalated complex or high‑risk cases to leadership as needed. Maintain and update medical records SOPs, workflows, templates, training materials, and reference documents to support consistency and compliance. Track and report key metrics such as volume, turnaround times, QA error rates, and outstanding requests, using data to drive workflow improvements. Handle administrative processes related to scheduling, meetings, and departmental reporting, #J-18808-Ljbffr The Voluntary Protection Programs Participants' Association, Inc