Medical Records Specialist

Medical Records Specialist - UB Associates, Inc.

Full-Time | Onsite

Company: UB Associates 
Reports To: Prior Authorization Coordinator 
Pay Range: $18.00-$20.00 per hour
Work Location: In person

Position Overview

UB Physicians' Group is seeking a detail-oriented Medical Records Specialist to support the timely processing of medical record requests, New York State disability paperwork, legal requests, and Release of Information (ROI) activities. This position plays a key role in protecting patient privacy while ensuring records and forms are completed accurately, efficiently, and in compliance with HIPAA and New York State regulations. The ideal candidate is organized, dependable, and able to manage multiple priorities while providing excellent customer service to patients, providers, attorneys, insurance companies, and outside agencies.

Job Responsibilities

• Process patient, provider, attorney, insurance, and third-party medical record requests.
• Review authorizations to ensure HIPAA compliance prior to releasing records.
• Process New York State Disability, Paid Family Leave (PFL), FMLA, and other medical forms.
• Coordinate provider completion of disability and medical documentation.
• Track requests to ensure compliance with turnaround times.
• Scan, index, and maintain electronic medical records.
• Respond to inquiries regarding medical records and release of information.
• Maintain strict confidentiality of Protected Health Information (PHI).
• Maintain accurate documentation and records of requests and completed work.
• Assist with workflow improvements and other Health Information Management (HIM) duties as assigned.

Required Qualifications

• High school diploma or GED.
• One (1) year of experience in a medical office, hospital, or Health Information Management setting.
• Knowledge of HIPAA regulations and Release of Information (ROI) practices.
• Strong organizational, communication, and customer service skills.
• Proficiency with Microsoft Office and electronic medical record systems.

Preferred Qualifications

• Experience processing medical record requests.
• Experience with New York State Disability, Paid Family Leave (PFL), or FMLA forms.
• Experience handling subpoenas, legal correspondence, and attorney requests.
• Experience with Epic, Allscripts, or comparable electronic medical record systems.
• Associate degree in Health Information Management or related field.
• RHIT or RHIA certification preferred.

Why You’ll Love to Work Here:  

Join a healthcare organization that recognizes and values your expertise, attention to detail, and commitment to excellence. We invest in your success with opportunities for professional development and career growth, helping you build a rewarding long-term career. 

Our comprehensive benefits package includes health, dental, vision, and life insurance, a 401(k) plan with company matching, and paid time off to support your well-being both at work and at home. 

You'll also be part of a supportive team culture built on collaboration, trust, and continuous improvement—where your contributions are appreciated, your ideas are welcomed, and your work makes a meaningful impact every day 

UB Associates, Inc. is an Equal Employment Opportunity (EEO) employer.