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Medical Records Specialist at Diana Health, Remote (United States)

The Medical Records Specialist plays a key role in delivering an outstanding patient experience by managing medical records. You’ll support both clinical providers and administrative teams by securely handling documentation, keeping patients and partners informed about progress, and ensuring all workflows comply with HIPAA and organizational standards. We’re looking for someone who is detail-oriented, highly organized, and comfortable communicating with patients, providers, and external healthcare partners in a professional, empathetic manner.

What you’ll do  

Medical Records Management

• Retrieve, review, scan, and upload medical records into the EMR (e.g., Athena) following documentation standards.
• Process incoming and outgoing requests for medical records, ensuring timely response and proper signed authorization.
• Maintain accurate and up-to-date chart documentation, imaging, lab results, and consult notes.
• Ensure confidentiality and compliance with HIPAA and practice policies regarding PHI handling.
• Track and follow up on outstanding medical record requests.

Administrative & Communication Support

• Communicate professionally with patients, providers, hospital staff, and external offices via phone, fax, EMR messaging, or secure systems.
• Support triage or scheduling teams with documentation-related inquiries.
• Collaborate with front office, clinical teams, and billing to resolve authorization or documentation issues.
• Assist with quality audit preparation, compliance reviews, and records retention schedules.

Qualifications

• High School Diploma/GED w/ 2+ years experience in a related field
• Medical assistant certification, health information management training, or referral coordination experience preferred
• Experience in an OB-GYN or women’s health practice preferred
• Familiarity with Athena or comparable EMR systems
• Strong understanding of HIPAA and healthcare privacy regulations
• Knowledge of referral processes, insurance authorization requirements, and medical terminology
• Proficiency in Microsoft Office and digital communication platforms

Attributes

• Strong attention to detail and documentation accuracy
• Excellent organizational and time management skills
• Effective verbal and written communication
• Ability to work independently with minimal supervision
• High level of professionalism and discretion
• Problem-solving and follow-through regarding record or referral delays
• Ability to multitask in a fast-paced clinical environment

Benefits

• Competitive compensation
• Health; dental & vision, with an HSA/FSA option
• 401(k) with employer match
• Paid time off
• Paid parental leave

Diana Health Culture

• Having a growth mindset and striving for continuous learning and improvement
• Positive, can do / how can I help attitude
• Empathy for our team and our clients
• Taking ownership and driving to results
• Being scrappy and resourceful