Medical Records Coordinator

About Spring Health

At Spring Health, our mission is to eliminate every barrier to mental health. We achieve this through our clinically validated technology, Precision Mental Healthcare, which delivers tailored care—therapy, coaching, medication, or beyond—at the right time for each individual. We partner with over 450 companies, including Microsoft, Target, and Delta Airlines, providing leading mental health services to 10 million people globally. Our innovative platform has generated a net positive ROI for employers, with external validation of net savings for our customers. We’ve raised significant capital from prominent investors like Generation Investment, Kinnevik, and Tiger Global, reaching a $3.3 billion valuation with our latest Series E funding. Join us in making mental healthcare accessible to everyone, everywhere.

The Role: Medical Records Coordinator

We are seeking a detail-oriented Medical Records Coordinator to join our Care Support team. This role primarily focuses on records processing, which includes sending patient authorization forms, retrieving medical files, and facilitating form completion from members and providers. The Medical Records Coordinator will maintain a basic understanding of HIPAA regulations regarding member privacy and records release requests, providing essential non-clinical administrative support to members and providers.

This is a temporary position with potential for extension or conversion to a permanent full-time role based on performance and business needs. As a temporary contract position, it does not include non-statutory benefits. Flexibility to accommodate occasional shift adjustments, including working 1 weekend per month and at least 4 holidays per year, is preferred. Advance notice will be provided for these adjustments. This position reports to a Care Support Team Lead.

Candidates must be willing to work any of the following shifts; preferred choices are accommodated but not guaranteed. Shift confirmation will be provided with an offer:

• 8:00 AM-4:00 PM EST
• 9:00 AM-5:00 PM EST
• 10:00 AM-6:00 PM EST
• 12:00 PM-8:00 PM EST

What You'll Do

• Upload records requests and patient authorization forms, including processing medical record requests and provider letters.
• Build relationships with providers, patients, and internal teams (Care Navigation, Provider Success, etc.) for effective medical records management.
• Assist members with Mental Health Leaves & Accommodations (MHLA) requests, coordinating with providers and third parties as needed.
• Provide weekly metrics on new, in-progress, and completed medical records requests.
• Respond to emails, support inbound and outbound phone calls, and assist with patient support tickets daily.
• Follow HIPAA guidelines to ensure patient PHI confidentiality.
• Maintain consistent workflow by processing all requests within 24-48 hours of receipt for assigned medical records tickets.
• Monitor incoming requests from various channels and report any suspicious release of medical records requests.

What Success Looks Like In This Role (Key KPIs)

• Consistent adherence to holistic performance targets across metrics such as productivity, quality, and adherence.
• Alignment with Spring Health's core values and competencies.
• Demonstrated attention to detail to support a high-quality member and provider experience.

What You'll Bring

• A minimum of 1 year of experience in a similar role.
• Advanced understanding of medical terminology and HIPAA regulations.
• Outstanding communication and interpersonal abilities.
• Strong attention to detail with excellent organizational and time-management skills.
• Experience with Adobe Acrobat, Google Sheets, Google Docs, and MS Office.
• Comfortable working in rapidly changing environments and with evolving responsibilities.
• Tech-savvy: proficient in adopting new technologies and platforms and efficient in tech-related tasks.
• Excellent written and verbal communication skills.
• Ability to multi-task and context switch effectively.

Key skills/competency

• Medical Records Management
• HIPAA Compliance
• Patient Authorization
• Records Processing
• Administrative Support
• Medical Terminology
• Data Entry
• Customer Service
• Time Management
• Google Suite