Medical Records Associate

Upstream Rehabilitation is looking for a Medical Records Associate to join our team!

Medical Records Associate Location Type: Birmingham, AL On-Site Build Your Career with Us! Upstream Rehabilitation is the country’s largest dedicated provider of outpatient physical and occupational therapy services. Our mission is to inspire and empower the lives we touch, to serve our communities, and to lead with purpose-driven passion. We are committed to delivering remarkable experiences and fostering an inclusive workplace where differences are valued and celebrated. With 1,200+ locations nationwide, 26 brand partners, and 8,000+ employees, Upstream operates at scale while leveraging data, technology, and innovation to drive smarter decisions and operational excellence across the organization. The Role: Join Upstream Rehabilitation, where your work makes a real impact! As a Medical Records Associate, you will be responsible for processing routine Release of Information (ROI) requests from intake through delivery, resolving incomplete requests, and responding to requester inquiries. You will also prepare and distribute records, manage fee invoices, and serve as a commissioned Notary Public for the department. In this role, you will work closely with the Records Custodian, routing legal, certified, and complex requests as appropriate while completing assigned tasks related to those cases. This position requires working onsite at our Birmingham, Alabama office. As a key member of the team, you will help advance Upstream's mission, vision, and values while supporting the organization's continued growth and success. What You’ll Do: Process routine Release of Information (ROI) requests from receipt through release, including validating requests and authorizations and retrieving records from current, legacy, or off-site sources. Log all requests, releases, and deliveries in the tracking system and identify duplicate requests as needed. Follow up with requesters regarding incomplete submissions and manage assigned queues until requests are resolved or closed. Route legal, certified, and complex requests to the Records Custodian, including court orders, subpoenas, legal holds, records that cannot be located, and escalated matters, while completing assigned tasks related to those cases. Prepare and distribute records through mail, courier, and secure electronic delivery methods. Process incoming mail and scan paper requests and records into appropriate systems. Apply fees in accordance with state regulations and company policy, issue invoices, and respond to fee-related inquiries. Notarize record certifications, affidavits, and other approved documents. Respond to phone calls, voicemails, and emails regarding request status and requirements, and verify requester identity and authorization before releasing information. Direct requesters to approved submission channels and resources. Release records only as permitted by the request, authorization, company policy, and HIPAA requirements, ensuring the correct patient, scope, and recipient are verified prior to release. Identify chart errors and documentation gaps discovered during processing and route patient amendment requests in accordance with department procedures. Other projects and duties as assigned. Who You Are: High school diploma or equivalent required. 1-3 years of experience in medical records, release of information (ROI), or a healthcare-related environment. Active Notary Public commission in the State of Alabama, or the ability to obtain one within 90 days of hire. Proficiency in Microsoft Office applications, including Outlook, Word, and Excel. Strong attention to detail and commitment to accuracy. Working knowledge of HIPAA privacy regulations and medical terminology. Strong organizational and time management skills, with the ability to manage a high-volume workload and meet established turnaround times. Experience working with electronic medical record (EMR) systems. Nice to Haves: Experience processing release of information requests in an outpatient rehabilitation, physical therapy, orthopedic, or similar healthcare setting. Experience handling attorney, insurance, and other third-party medical records requests. Strong written and verbal communication skills, with the ability to interact professionally and courteously with patients, attorneys, insurance representatives, and clinic staff. Call center or customer service experience. Experience with Raintree or similar EMR platforms. Experience using ROI tracking or records management software. Why You’ll Love Working Here The chance to directly shape our organization’s growth by hiring the talent that drives our mission. Opportunities to stretch your skills—whether you’re building pipelines, designing sourcing strategies, or advising leadership. A collaborative team environment where your ideas are valued. Competitive compensation, comprehensive benefits, and ongoing professional development. Benefit Offerings: Annual paid Charity Day to give back to a cause meaningful to you 100% employer paid medical health insurance premium option available Dental and Vision insurance 401(k) with company match Generous PTO and paid holidays Supportive team and leadership invested in your success A Better Place to Build Your Career Upstream Rehabilitation offers meaningful opportunities across corporate and non-clinical roles, both remotely and in corporate offices nationwide. We invest in our people through leadership development programs, ongoing education, and professional growth opportunities. Our corporate teams are critical to Upstream’s success—and to the culture that makes this a great place to work. You’ll join a group of talented professionals who collaborate, innovate, and know how to have fun while making a real impact. Benefits and eligibility are dependent on employment status and pay class (full-time, part-time, or PRN). Specific details will be provided during the hiring process. #LI-Onsite Upstream Rehabilitation is an Equal Opportunity Employer that strives to provide an inclusive work environment where our differences are celebrated for the value they bring to our communities, our patients and our teammates. Upstream Rehabilitation does not discriminate on the basis of race, color, national origin, religion, gender (including pregnancy), sexual orientation, age, disability, veteran status, or other status protected under applicable law.