Medical Records & Legal Request Specialist

About the Role

We are seeking a highly organized, tech-savvy, and detail-oriented Medical Records & Legal Request Specialist to manage our end-to-end medical records, health information exchange, and legal request workflows.

This is a fast-paced, high-volume role requiring high computer literacy and the ability to seamlessly toggle across multiple digital platforms without losing accuracy. You will process incoming medical record requests from attorneys, patients, and healthcare providers, maintaining strict HIPAA compliance and tracking every stage of the process in an active intake log.

Requirements

Key Responsibilities

• Medical Records Processing: Efficiently upload, email, and fax patient medical records and lab reports in response to authorized requests.
• Legal Request Management: Process legal record requests from law firms, attorneys, and courts; review HIPAA-compliant authorizations and legal releases to ensure appropriate access.
• Intake & Tracking: Maintain and update a real-time master intake log in Microsoft Excel to track request statuses, pending actions, and fulfillment deadlines.
• Cross-Platform Navigation: Daily operation across multiple specialized systems, including:
• Valant: EMR platform for pulling patient charts and medical documentation.
• CoreFax: Electronic faxing system for receiving and sending records.
• Hixny: New York State Health Information Exchange portal to retrieve patient charts and diagnostic labs.
• Cognito Forms: Online portal to gather patient paperwork, consents, and request details.
• Gab: Cloud-based VoIP system to handle calls with patients, legal representatives, and external practices.
• Payer & Legal Communication: Place professional outbound calls and respond to inbound inquiries regarding record request statuses, missing release details, and verification of authorization.

Candidate Qualifications

• Technical Agility: High computer literacy with proven ability to work simultaneously across multiple SaaS platforms, web applications, and EMRs without becoming overwhelmed.
• Compliance Expertise: Deep understanding of HIPAA guidelines, patient privacy laws, and the legal nuances surrounding medical release forms and attorney communications.
• Workflow Comfort: Comfortable in a high-volume, repetitive, and non-stop environment; ability to manage tasks efficiently using a priority-based workflow system.
• Excel Proficiency: Demonstrated experience tracking data and updating status logs in Microsoft Excel.
• Communication Skills: Professional written and verbal English skills for direct interaction with legal teams, medical offices, and patients.