Medical Records Specialist

Job Description

Job Description

Description

Medical Records Specialist
Location: Matawan, NJ
Reports to: VP of RCM

We are seeking a detail-oriented and organized Medical Records Specialist to manage patient medical records and coordinate the timely submission of documentation to payers and third-party entities. This role requires the ability to work collaboratively in a fast-paced environment while maintaining accuracy, confidentiality, and compliance with all applicable regulations. Strong communication and time management skills are essential for success in this position.

Summary of Responsibilities

Key Responsibilities:

• Manage and prioritize a queue of requests for submission to insurance payers and third-party organizations, ensuring all deadlines are met
• Prepare, organize, review, and send required medical records for requests from external agencies in accordance with legal and regulatory requirements
• Communicate with providers and clinical staff to obtain missing or clarifying documentation
• Scan, upload, and index medical records into the electronic medical record (EMR/EHR) system
• Maintain the confidentiality and security of all patient records, including proper handling within office areas
• Ensure full compliance with HIPAA guidelines and organizational privacy policies
• Communicate effectively with internal teams and external partners regarding record requests and submissions
• Maintain accurate documentation and tracking of all records sent and received
• Identify and escalate discrepancies or issues with records, claims, or requests to management
• Process incoming mail, faxes, and electronic document submissions
• Assist front desk or administrative team with record-related inquiries
• Participate in process improvement initiatives to increase efficiency and accuracy

Qualifications & Requirements: High school diploma or equivalent required

• Previous experience in medical records, healthcare administration, or a related field preferred
• Strong attention to detail and excellent organizational skills
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment
• Excellent verbal and written communication skills
• Ability to work both independently and collaboratively within a team

Benefits:

• 401(k) matching
• Health, dental, vision insurance
• Paid time off and sick time

Position Type: Full-Time

Background Check Requirement: Employment is contingent upon the successful completion of a background check, which may include verification of employment history, education, criminal records, and other relevant information as permitted by law