About the Role

We are seeking an Operations Specialist Record Request Triager to support a fast-moving healthcare documentation and medical records organization. This role is essential in ensuring that all incoming medical record requests are properly reviewed validated and prepared for downstream processing. You will serve as the first layer of quality control helping the organization maintain compliance with HIPAA and state-by-state release requirements while ensuring a smooth efficient records retrieval workflow.

You will work closely with internal teams legal and healthcare partners and technology platforms to ensure that request packets are complete compliant and ready for release to providers. Because this role directly influences the speed and accuracy of the medical records retrieval lifecycle strong attention to detail excellent communication skills and a process-driven mindset are critical.

This is a long-term role ideal for someone looking to support a high-growth healthcare operation while mastering specialized knowledge in release-of-information (ROI) compliance authorization validation and medical records workflows.

Key Responsibilities

Request Review & Compliance Validation

• Review Release of Information (ROI) forms to ensure compliance with HIPAA and applicable state regulations.
• Validate accuracy of authorization details including dates signatures patient data and permitted information.
• Confirm all required documents are included and formatted correctly before a request is submitted.
• Identify incorrect incomplete or noncompliant requests and take corrective steps.

Document Editing & Preparation

• Edit and correct scanned PDFs ensuring clarity accuracy and completeness of submissions.
• Combine annotate or update forms based on internal standards and customer instructions.
• Ensure all documents follow naming conventions and organizational guidelines.

Customer Communication & Escalations

• Notify clients promptly when requests are incomplete or invalid providing clear guidance on what is missing.
• Communicate professionally and concisely via email or internal channels.
• Escalate issues requiring further clarification or decisions.

Workflow Optimization & System Feedback

• Identify recurring errors or inefficiencies across requests.
• Recommend improvements in process flow tooling and documentation.
• Collaborate with internal partners to refine SOPs and enhance operational accuracy.

What You Bring

• Prior experience in medical records retrieval ROI processing or related healthcare administrative workflows.
• Strong understanding of HIPAA and state-specific release-of-information requirements.
• Excellent English communication skills concise professional and customer-friendly.
• High-level proficiency in Adobe Acrobat and PDF manipulation (PDF wizard capability).
• Extreme attention to detail able to spot small but critical discrepancies.
• Strong ownership mindset dependability and ability to work through repetitive tasks with consistency.
• Long-term commitment and desire to grow within a high-performance operations team.

Why Work With Us

• Long-term stability with opportunities for professional growth as workflows and operational needs expand.
• Work in a collaborative fast-moving environment that values proactive thinking and constant improvement.
• Direct contribution to a mission-critical healthcare operational function.
• Opportunities for overtime for those who prefer increased workload and responsibility.