Medical Records Specialist (Onsite)- Part-Time, Contract

📍 Location: 195 Page Mill Road, Suite 103, Palo Alto, CA 94306
🕒 Type: Part-Time, 3 month Contract (Onsite)

At Midi Health, accuracy and timeliness aren’t just operational details they directly impact patient care, billing outcomes, and regulatory compliance.

As our Medical Records Specialist, you’ll play a critical role in ensuring that sensitive patient and operational documents are handled securely, routed correctly, and processed without delay. This role is essential to keeping our virtual care operations running smoothly.

Mail Intake & Processing

• Receive, open, sort, and log incoming physical mail daily

• Identify and categorize documents including:

  • Lab results

  • Referrals

  • Insurance notices

  • Pharmacy communications

  • Clinical correspondence

• Digitize documents using high-volume scanners and route appropriately:

  • Clinical documents → EHR / billing vendor

  • Non-clinical documents (HR, Finance, RCM, Operations) → internal teams

• Fax time-sensitive medical documents following established workflows

• Proactively update mailing addresses with organizations sending patient information

Compliance & Accuracy:

• Maintain strict compliance with HIPAA and company privacy policies

• Ensure precise document labeling, indexing, and routing (low tolerance for error)

• Flag urgent or time-sensitive materials and escalate immediately per protocol

Vendor & Address Management:

• Contact insurance plans, pharmacies, labs, and vendors to correct or update mailing addresses

• Maintain accurate mail logs and address correction records

Collaboration & Support:

• Partner closely with clinical, revenue cycle, and administrative teams

• Support audits, special projects, and ad-hoc operational needs as assigned

• 1–3 years of experience in a healthcare, medical office, or HIPAA-regulated environment

• Experience handling confidential medical or financial documents

• Exceptional attention to detail and ability to follow standardized processes

• Ability to work independently with minimal supervision

• Comfort using scanners, fax machines, and document management tools

• Clear written and verbal communication skills

Preferred Qualifications

• Background in medical records, HIM, document management, or healthcare operations

• Familiarity with EHR systems (e.g., Athenahealth, Epic, Cerner)

• Experience working with insurance companies, pharmacies, or laboratories

• Experience in a high-volume, accuracy-sensitive environment

• On-site role, starting at 3 days per week

• Sedentary work with frequent computer use

• Ability to lift and carry mail/packages up to 25 lbs

• Regular use of scanning, faxing, and office equipment

The Salary range for this role will depend on experience. The range is $20-30hr.