Medical Records Clerk

SUMMARY:

This position is responsible for the daily processing and review of records requested in support of the Revenue Cycle department, performed in a fully remote work environment. As a Medical Records Clerk, you will be responsible for timely follow-up on requests, and communicating and working with the QAQR team, Compliance Officer, Billing Director, and/or Collections Manager through virtual channels. In this position, you will be responsible for compiling, processing, and maintaining record requests entirely through electronic systems and portals. This is a fully remote position.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (Responsibilities include, but not limited to)

• Responsible for reviewing and logging all requests received electronically via ChartSwap, email, secure fax-to-email, website portal, and phone request.
• Reviews the records in question, documents findings, and forwards to the QAQR department for review and approval prior to release.
• Prepares and calculates the cost of requested records and provides the invoice to the requestor through electronic billing/invoicing systems.
• Files and maintains patient medical records electronically in compliance with company policy and HIPAA regulations.
• Scans, uploads, and notates medical record requests into the patient accounts system.
• Releases medical records to authorized parties in accordance with HIPAA regulations, using secure electronic delivery methods.
• Responsible for incoming/outgoing phone and video calls in a courteous and professional manner, appropriately addressing requestor questions or concerns.
• Maintains a secure, HIPAA-compliant remote workspace and uses company-approved, encrypted systems for all handling of protected health information (PHI).
• Collaborates with the QAQR team, Compliance Officer, Billing Director, and Collections Manager using virtual meeting platforms and secure messaging tools.
• Adheres to company policies and procedures, including remote work, data security, and equipment use policies.
• Performs other duties as assigned.

KNOWLEDGE AND SKILLS:

• Attention to detail.
• Intermediate knowledge of medical terminology and ambulance coding preferred.
• Knowledge of computers, office equipment, and standard medical records/document management software.
• Ability to maintain accurate electronic records and files in a fully digital, remote environment.
• Outstanding written and verbal communication skills, including professional phone and video etiquette.
• Continuous focus on quality with the ability to review, analyze, and interpret data.
• Experienced professional with outstanding time management skills.
• Demonstrated ability to work independently and stay self-motivated and productive without in-person supervision.
• Proficient with remote work technology (VPN, video conferencing, secure messaging, cloud-based document sharing).
• Basic awareness of cybersecurity best practices and data privacy requirements associated with handling PHI outside of a traditional office.

REMOTE WORK REQUIREMENTS:

• Must maintain a dedicated, private, HIPAA-compliant home workspace free from unauthorized access to protected health information (PHI).
• Must have reliable high-speed internet service meeting minimum company-specified bandwidth requirements to support remote systems and video conferencing.
• Must use company-approved equipment and security measures, including VPN, multi-factor authentication, and encrypted storage/transmission of records data.
• Must be available and responsive during designated core business hours and able to attend scheduled virtual meetings with management and other departments.
• Must have a suitable, ergonomic home office setup, including a reliable workstation and a quiet environment conducive to phone and video communication.

PHYSICAL REQUIREMENTS:

• Works around standard home-office conditions, with repetitive use of a keyboard at a workstation for extended periods, and use of manual dexterity.
• Must be able to sit for extended periods while working at a computer, and communicate effectively via phone and video conferencing in a remote environment.

MINIMUM QUALIFICATIONS:

• High School Diploma required, Associate Degree preferred.
• Minimum 2 years of experience performing medical billing, medical coding, verification, medical records, or accounts receivable management.
• Demonstrated prior success working in a remote or telecommute position preferred.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Allegiance is an EEO employer as defined by the EEOC.