Record Control Processor

Reviews and fulfills requests for medical records from external sources such as law firms, courts, governmental offices, long term care insurance companies, disability insurance companies, payers, and patients/families. Ensues record requests meet federal HIPAA and NY State regulations. Works under direct supervision.

• Reviews medical record requests received via mail, fax, or the Record Request outlook mailbox; Confirms requests are accurate, appropriate, HIPPA compliant, and from a patient or a duly authorized patient representative. Tracks status of requests to ensure completion.
• Follows-up with requestors to ensure all required documentation is provided to allow for release of medical records.
• Prepares and packages requested medical records for regular, certified and FedEx mailing. Ensures letters of certifications attesting to accuracy/completeness of record are notarized, when required.
• Forwards valid medical record requests for CHOICE, Hospice and CMHS to the appropriate staff for record production.
• Maintains and updates log of medical record requests. Ensures that all available components of Designated Record Set are produced for standard record requests.
• Generates denial letters for invalid requests for medical record release.
• Assists compliance staff with preparation of medical records for Livanta appeals, Medicare Certification requests, grievances, and complaints including, but not limited to, printing and faxing medical records.
• Prepares documentation for all internal and external medical record audits including, but not limited to, MedMax, OMIG, and Managed Care Insurance companies.
• Requests billing records from Revenue Cycle department and provides to external lawyers itemized statements for services rendered to the patients whose records are requested.
• Prepares and mails invoices for cost of record reproduction. Tracks and processes payment for medical records to be sent to Revenue Cycle department.
• Prepares records upon request for outside counsel.
• Provides general office duties such as phones, copying, faxing, and printing, as needed.
• Performs other related duties, as required.

Education: High School diploma (or equivalency) or Vocational School (i.e., Business) diploma required.

Experience: Minimum one year of general office experience preferred. 20 WPM required.