Medical Records Processor jobs

About the Company

Nao Medical is a rapidly growing multispecialty, multi-site, and AI-infused practice dedicated to providing exceptional and affordable care. We operate through 5 main business segments: primary care, urgent care, occupational health, mental health, and nutrition. Our AI-first operating model has led to the development of proprietary technology that enhances every clinician's workflow, allowing them to take better care of their patients. With a vision to become the top national player and establish locations nationwide, we are seeking a hungry and coachable Finance Manager to join our team.

Position Overview:

As the Medical Records & Lab Coordinator at Nao Medical, you will play a critical role in supporting day-to-day clinical operations by ensuring timely and accurate handling of medical records, lab result workflows, and inbound fax management.

This role is responsible for the intake, processing, organization, and secure delivery of sensitive healthcare documentation while maintaining compliance with HIPAA and internal operational standards. The ideal candidate is highly organized, detail-oriented, able to work independently, and comfortable navigating EHR systems and healthcare document workflows in a fast-paced environment.

Why Join Nao Medical

At Nao Medical, you won’t just be supporting administrative processes — you’ll help ensure that clinicians have accurate and timely information to deliver exceptional patient care.

This role offers:

• Operational Impact: Play an essential role in maintaining efficient clinical workflows and ensuring critical medical information is properly managed and escalated.

• Growth Opportunity: Gain hands-on experience in healthcare operations, medical documentation, compliance, and EHR systems within a rapidly expanding healthcare organization.

• Innovative Environment: Work alongside a team that embraces technology, operational excellence, and continuous improvement in healthcare delivery.

• Remote Work Culture: Join a fully remote team that values accountability, collaboration, and professional growth.

Primary Responsibilities

Medical Records

• Monitor records-request inbox and acknowledge requests within 1 business day

• Verify authorizations and recipient identity; request missing documentation when necessary

• Pull records from the EHR, redact as needed, convert to PDF, and securely transmit records via encrypted email, portal, or fax

• Maintain accurate documentation of all requests and transmissions in the Records Tracker

Lab Reviews

• Review incoming lab results multiple times daily

• Categorize results as Normal, Abnormal (non-urgent), or Critical

• Immediately escalate critical values to the covering clinician and document notifications accordingly

• Track and document all review activity and follow-up actions until resolution

Fax Inbox Management

• Monitor fax inbox daily and process inbound faxes in a timely manner

• Download, organize, OCR, and upload documents into the appropriate patient chart within the EHR

• Rename files using established naming conventions and maintain accurate Fax Logs

• Remove documents from the fax server after successful upload and verification

• Escalate unmatched or unclear documents to designated staff on the same day

Documentation & Compliance

• Maintain accurate trackers for Medical Records, Labs, and Fax workflows with complete timestamps and notes

• Follow HIPAA regulations, internal SLAs, data retention procedures, and confidentiality standards

• Support continuous process improvement and operational efficiency initiatives

Job Requirements

Education:

• Associate’s or Bachelor’s degree preferred

• Health or medical-related degree (Health Sciences, Nursing, Medical Administration, or related field) is a plus but not required

Experience and Qualifications:

• Prior experience in a healthcare, medical office, or clinical support environment is preferred but not required

• Familiarity with EHR systems and healthcare documentation workflows

• Understanding of HIPAA and handling of confidential medical information

• Strong organizational and multitasking abilities

• Excellent written and verbal communication skills

• Ability to work independently and manage multiple priorities in a fast-paced environment

• Strong attention to detail and accuracy in documentation

Technical Requirements:

• Reliable wired internet connection (100 Mbps minimum).

• Computer/laptop with Intel Core i5 or Ryzen 5 processor, 8GB RAM minimum, and 128GB free storage.

• Dual-screen setup preferred for enhanced productivity.

• Operating system: Windows 10 or macOS (latest version).

• Clear webcam (1080p or higher resolution) and microphone for communication.

• Backup systems for electricity and internet outages.

Benefits:

• Competitive Compensation Package: Attractive base salary with performance-based incentives

• Paid Time Off (PTO)

  
  

At Nao Medical, we're revolutionizing healthcare by blending cutting-edge technology with heartfelt, personalized care. Over the past 13 years, we've proudly served more than a million New Yorkers at our various locations.

Our mission is simple: provide accessible, quality care tailored to each patient's needs through our multi-specialty practice. We're breaking down barriers, championing health equity, and delivering value-based care to create healthier communities.

Experience the Nao Medical difference. Join us in transforming healthcare, Nao!