Medical Records Mail & Subpoena Coordinator

Job Description

Job Description

POSITION SUMMARY

The Medical Records Mail & Subpoena Coordinator is responsible for the timely, accurate, and confidential processing of incoming medical records correspondence, subpoenas, patient documentation, and related administrative functions. This position serves as a central point for mail distribution, subpoena intake, medical records communication, document management, and scanning workflows while ensuring compliance with HIPAA regulations and organizational policies. The coordinator supports the Medical Records department by processing incoming mail and subpoenas, uploading patient documentation into the electronic health record (EHR), responding to medical records inquiries, and assisting with departmental workflows. This role also provides cross-coverage and backup responsibilities for other Medical Records functions during periods of increased workload or staff absences.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Mail and Subpoena Coordination

• Receive, open, sort, and distribute incoming company mail.
• Receive, process, copy, and distribute subpoenas received by mail or delivered in person.
• Ensure subpoenas are routed promptly to the appropriate Medical Records staff for processing.
• Maintain confidentiality and accuracy while handling legal documents and protected health information.

Communication and Customer Service

• Answer the Medical Records phone line on assigned days and provide professional assistance to patients, providers, attorneys, insurance carriers, and internal staff.
• Monitor voicemail 1–2 times daily and return all messages within 24 hours.
• Assist with the Medical Records shared email inbox.
• Respond to routine email inquiries within three (3) business days and urgent requests within 24 hours.
• Provide excellent customer service while maintaining HIPAA compliance and organizational standards.

Cross-Coverage and Backup Responsibilities

• Provide cross-coverage and operational support during periods of high workload, staffing shortages, or other business needs by performing the following duties.
• Process Provider Medical Records Review (MRR) reports by scrubbing, uploading, and serving documentation.
• Upload Butterfly images to the patient chart.
• Receive, upload, and accurately label new patient packets and annual consent forms.
• Receive and upload daily scanned documents into the patient chart, accurately label each document, and assign as appropriate.
• Perform daily in-office pickup of standard, urgent, and twice-daily Independent Medical Review (IMR) scan pickups (AM and PM), then upload, accurately label, and assign documents in the electronic medical record.
• Receive, scan, upload, and assign authorization-related mail, including Maximus IMR applications and Final Determinations.
• Process patient medical records requests within established turnaround times (generally 7–10 business days or longer if pending psychological clearance).
• Process medical record subpoenas and forward them to the designated coordinator the same day or the next business day after receipt.
• Process billing subpoenas and submit responses to the requesting party within ten (10) business days.
• Forward incoming faxes to the off-site team for assignment during periods of high in-office workload.
• Support J-Connect fax processing by forwarding documents to the appropriate team.
• Assist with yearly HIPAA mailings, team tasks, and patient mail-out notices.
• Assist with the Medical Records shared email inbox by responding to incoming inquiries within two to three (2–3) business days, or within 24 hours when urgent.
• Perform other duties as assigned.

Qualifications Required (Education, Experience, AND Skills)

• High School Diploma or GED.
• Minimum of two (2) years of experience in a medical office or healthcare setting.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize multiple tasks while meeting deadlines.
• Proficient computer skills, including Microsoft Office and electronic health record systems.
• Ability to type a minimum of 40 words per minute.
• Knowledge of HIPAA privacy and confidentiality requirements.

PREFERRED

• Experience in a Medical Records or Health Information Management department.
• Experience processing subpoenas, legal requests, or medical record disclosures.
• Familiarity with Epic or other electronic health record (EHR) systems.
• Experience with high-volume document scanning, indexing, and electronic document management.
• Ability to work independently while maintaining productivity and quality standards.
• Bilingual (English/Spanish) preferred but not required.

Pain & Rehabilitative Consultants Medical Group (PRCMG) is a leading Northern California practice providing comprehensive, evidence-based pain management and rehabilitative care through a multidisciplinary team dedicated to improving function and quality of life.

Company Description

Pain & Rehabilitative Consultants Medical Group (PRCMG) is a leading Northern California practice providing comprehensive, evidence-based pain management and rehabilitative care through a multidisciplinary team dedicated to improving function and quality of life.