Medical Record Specialist chez CAMcare Health Corporation

CAMcare Health Corporation 

Job Description

Medical Records Specialist

Who we are: CAMcare Health is made of a diverse and innovative team motivated to provide the best possible healthcare to communities in Camden and the surrounding communities. We live our values by providing primary health care to everyone regardless of their ability to pay at seven sites throughout Camden and Gloucester counties. Focused on leveling up patient care, we are incorporating technology, creative problem solving, and innovating healthcare every day.

How you can make an impact: The Medical Records Specialist ensures the integrity, accuracy, and confidentiality of patient health information in compliance with federal and state regulations, including HIPAA. This role supports patient care, quality initiatives, audits, and regulatory requirements by managing, scanning, and releasing medical records in a timely and accurate manner. The Specialist also acts as a resource for providers, staff, and external entities, ensuring seamless access to patient health information. 

Reporting Structure

This position will report directly to the Director of Nursing with a dotted-line reporting relationship to Compliance.

• Director of Nursing: Oversees integration of medical records functions into clinical quality initiatives, chart audits, and performance improvement activities.
• Compliance: Ensures adherence to HIPAA, federal/state regulatory requirements, and proper release of medical records for legal, insurance, and audit purposes.

What you will do: 

• Accurately scan, index, and upload medical documents and lab results into the Electronic Medical Record (EMR) system.
• Verify and process requests for records for patient care, audits, or quality reviews in accordance with organizational policies.
• Manage the release of information to patients, providers, insurers, legal entities, and government agencies while ensuring compliance with HIPAA and CAMcare policies.
• Review and process subpoenas and court orders.
• Verify authorizations in compliance with federal/state law and internal policy.
• Maintain detailed correspondence logs, including date-stamping and tracking of all requests.
• Ensure timely notification to requesters when records are available.
• Retrieve and file records from physician deficiency areas and permanent storage.
• Provide excellent customer service to patients, staff, and external stakeholders.
• Answer incoming calls for the department, directing inquiries appropriately.
• Maintain collaborative relationships with internal departments to support patient care.
• Adhere to organizational policies, compliance standards, and ethical practices.
• Participate in staff meetings, training sessions, and continuous quality improvement activities.

What you will Bring:

• High School diploma or GED required; Associate’s Degree in Health Information Management or related field preferred.
• 1–3 years of medical records/HIM experience in a healthcare setting preferred.
• Proficiency with EMR systems and Microsoft Office Suite.
• Strong understanding of HIPAA regulations and medical record confidentiality requirements.
• Ability to work independently, prioritize tasks, and manage multiple deadlines.
• Professional demeanor, strong communication skills, and a commitment to patient-centered service.

Key Performance Indicators (KPIs)

To ensure accountability and alignment with organizational goals, the following KPIs will be tracked:

1. Accuracy of Record Processing
   • ≥ 98% accuracy rate in scanning, indexing, and releasing records (per monthly audit).
2. Turnaround Time for Record Requests
   • Standard patient requests completed within 5 business days.
   • Stat requests (provider-to-provider or urgent care-related) completed within 24 hours.
3. Compliance with HIPAA and Regulatory Standards
   • 100% compliance with HIPAA; zero breaches or unauthorized disclosures reported.
4. Customer Service Satisfaction
   • ≥ 90% positive satisfaction rating on internal/external surveys regarding responsiveness and professionalism.
5. Subpoena and Legal Request Processing
   • 100% compliance with legal deadlines and directives.
6. Audit/Quality Review Support
   • Records provided for internal/external audits within required timelines.
7. Attendance and Reliability
   • Maintain ≥ 95% on-time attendance rate.

Reasonable accommodations may be made to enable individuals with disabilities to perform their essential functions, as required under the Americans With Disabilities Act ("ADA") or other applicable state/local law.

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance