Medical Records Specialist (Contract, Part-Time)

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Medical Records Specialist (Onsite)- Part-Time, Contract

Location: 195 Page Mill Road, Suite 103, Palo Alto, CA 94306
Type: Part-Time, 3 month Contract (Onsite)

Why This Role Matters:

At Midi Health, accuracy and timeliness aren’t just operational details they directly impact patient care, billing outcomes, and regulatory compliance.

As our Medical Records Specialist, you’ll play a critical role in ensuring that sensitive patient and operational documents are handled securely, routed correctly, and processed without delay. This role is essential to keeping our virtual care operations running smoothly.

What You’ll Do:

Mail Intake & Processing

• Receive, open, sort, and log incoming physical mail daily

• Identify and categorize documents including:

  • Lab results

  • Referrals

  • Insurance notices

  • Pharmacy communications

  • Clinical correspondence

• Digitize documents using high-volume scanners and route appropriately:

  • Clinical documents → EHR / billing vendor

  • Non-clinical documents (HR, Finance, RCM, Operations) → internal teams

• Fax time-sensitive medical documents following established workflows

• Proactively update mailing addresses with organizations sending patient information

Compliance & Accuracy:

• Maintain strict compliance with HIPAA and company privacy policies

• Ensure precise document labeling, indexing, and routing (low tolerance for error)

• Flag urgent or time-sensitive materials and escalate immediately per protocol

Vendor & Address Management:

• Contact insurance plans, pharmacies, labs, and vendors to correct or update mailing addresses

• Maintain accurate mail logs and address correction records

Collaboration & Support:

• Partner closely with clinical, revenue cycle, and administrative teams

• Support audits, special projects, and ad-hoc operational needs as assigned

Required Qualifications

• 1–3 years of experience in a healthcare, medical office, or HIPAA-regulated environment

• Experience handling confidential medical or financial documents

• Exceptional attention to detail and ability to follow standardized processes

• Ability to work independently with minimal supervision

• Comfort using scanners, fax machines, and document management tools

• Clear written and verbal communication skills

Preferred Qualifications

• Background in medical records, HIM, document management, or healthcare operations

• Familiarity with EHR systems (e.g., Athenahealth, Epic, Cerner)

• Experience working with insurance companies, pharmacies, or laboratories

• Experience in a high-volume, accuracy-sensitive environment

Working Conditions:

• On-site role, starting at 3 days per week

• Sedentary work with frequent computer use

• Ability to lift and carry mail/packages up to 25 lbs

• Regular use of scanning, faxing, and office equipment

The Salary range for this role will depend on experience. The range is $20-30hr.

*Please note this is a 1099 independent contractor opportunity and does not include company benefits. This is a 3 month contract opportunity.

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At this time, Midi is unable to provide visa sponsorship. All Candidates must be authorized to work in the United States without current or future sponsorship needs.

Please note that all official communication from Midi Health will come from an @joinmidi.com email address. We will never ask for payment of any kind during the application or hiring process. If you receive any suspicious communication claiming to be from Midi Health, please report it immediately by emailing us at View email address on aiapply.co .

Midi Health is an Equal Opportunity Employer. We are committed to pay equity and ensure that all qualified applicants receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. Our compensation philosophy is based on fair, objective criteria and the impact of the role, regardless of an applicant’s salary history.

Please find our CCPA Privacy Notice for California Candidates here.