Medical Records Associate jobs

Who We Are

At Health Haven and Health Synergy Clinical Research, we are building a modern and integrated model of psychiatric care that combines high-quality outpatient treatment, interventional psychiatry, and industry-sponsored pharmaceutical clinical research.

Our mission is to provide compassionate, evidence-based mental health care while helping advance the future of psychiatric treatment through ethical clinical research and innovative therapeutic approaches. With continued expansion across Florida, our organization is committed to building a collaborative, high-performing team focused on clinical excellence, operational efficiency, compliance, and exceptional patient care.

We value team members who are dependable, organized, proactive, and committed to protecting the privacy and integrity of our patients' health information.

Who You Are

You are a highly organized and detail-oriented Medical Records Coordinator with experience supporting healthcare administrative and medical records operations. You understand the importance of accuracy, confidentiality, timely follow-up, and proper handling of protected health information.

You are comfortable managing multiple requests and deadlines, communicating with patients, healthcare facilities, insurance companies, attorneys, and internal team members, and maintaining accurate documentation of every request.

You work independently without requiring constant supervision, take ownership of your responsibilities, and proactively follow up on outstanding items until they are resolved. You understand that medical records require both speed and accuracy and are committed to maintaining HIPAA standards and patient confidentiality at all times.

What You’ll Do

You will remotely coordinate Health Haven's medical records workflow and help ensure that requests are received, processed, documented, and completed accurately and within required timeframes.

Your responsibilities will include:

• Medical Records Requests: Receive, review, process, and track incoming and outgoing requests for patient medical records.
• Release of Information (ROI): Review requests and authorizations for completeness and ensure appropriate documentation is obtained before releasing patient information.
• Records Preparation & Quality Review: Gather requested records from the electronic medical record, review documents for completeness, and ensure the appropriate information is included before release.
• Insurance & Audit Requests: Assist with medical record requests from insurance companies, payers, auditors, and other authorized organizations while maintaining accurate tracking and documentation.
• Patient Requests: Assist patients requesting copies of their medical records and communicate professionally regarding request status, required authorizations, and applicable procedures.
• Provider & Facility Coordination: Communicate with hospitals, physician offices, pharmacies, facilities, attorneys, insurance companies, and other authorized parties regarding medical record requests when appropriate.
• Request Tracking & Follow-Up: Maintain an accurate medical records request log, monitor outstanding requests, follow up on incomplete items, and ensure requests do not remain unresolved.
• Document Management: Upload, scan, organize, label, and maintain documents within the appropriate patient chart and administrative systems.
• Incoming Records: Review incoming medical records and ensure they are uploaded or routed to the appropriate patient chart, provider, or department.
• Fax & Records Management: Monitor medical-record-related faxes and communications and route documents to the appropriate team member or patient chart.
• Documentation & Reporting: Maintain accurate documentation of requests, completion dates, outstanding items, and other medical records activity and provide daily, weekly, or monthly reports as requested.
• Privacy & Confidentiality: Protect patient information and follow Health Haven policies regarding HIPAA, confidentiality, minimum necessary access, and secure handling of protected health information.
• Administrative Support: Coordinate with providers, clinical staff, billing, credentialing, and management when additional information or documentation is required.
• Other Duties as Assigned

What You’ll Bring

• Prior experience in medical records, health information management, healthcare administration, medical office operations, or a similar healthcare support role
• Familiarity with medical records requests and Release of Information (ROI) workflows
• Understanding of HIPAA, patient confidentiality, and appropriate handling of protected health information
• Strong understanding of medical terminology and healthcare documentation preferred
• Excellent attention to detail and ability to identify incomplete or inaccurate documentation
• Strong organizational and time-management skills
• Ability to manage multiple requests and deadlines simultaneously
• Strong written and verbal English communication skills
• Ability to communicate professionally with patients, providers, insurance companies, healthcare facilities, attorneys, and other third parties
• Ability to work independently in a remote environment with minimal supervision
• Strong follow-through and willingness to take ownership of outstanding requests until completion
• Experience using electronic medical records (EMR/EHR), fax systems, cloud-based platforms, and healthcare administrative software preferred
• Experience with Practice Fusion, RingCentral, or similar healthcare systems is a plus
• Reliable internet connection and appropriate remote workspace
• Commitment to professionalism, confidentiality, reliability, and teamwork
• Behavioral health or psychiatry experience preferred but not required