Medical Records Specialist

Pelvic Rehabilitation Medicine Overview

Pelvic Rehabilitation Medicine (PRM) is a physician-led specialty health care organization whose purpose is to provide evidence-based, individualized treatment services for those suffering with chronic pelvic pain. Physicians utilize the entire range of safe and effective techniques, modalities, and treatments to greatly reduce pelvic pain and discomfort. Pelvic Rehabilitation Medicine has positioned itself at the center of the pelvic pain ecosystem. They are nationally recognized experts dedicated to reducing the number of people suffering from this affliction. 

Pelvic Rehabilitation Medicine was formed in 2017 and is headquartered in West Palm Beach, Florida. Since its inception PRM has experienced rapid growth and routinely attracts patients from across the US and internationally. Pelvic Rehabilitation Medicine’s fast-paced success has led to expansion into multiple cities across the country, bringing physiatry care to those suffering from chronic pelvic pain.

Position Summary

The Medical Records Specialist is responsible for obtaining, organizing, tracking, maintaining, and distributing medical records for approximately 15 surgeons nationwide. This role supports timely patient care, consultations, imaging reviews, and surgical planning by ensuring all required records and provider documentation are completed accurately and efficiently.

This position requires strong organizational skills, attention to detail, follow-through, and the ability to manage high-volume administrative tasks independently in a remote work environment.

Key Responsibilities

• Request and obtain outside medical records from hospitals, physician offices, imaging centers, laboratories, and surgical facilities
• Send medical records to requesting offices, facilities, providers, and other authorized parties as needed
• Contact patients to coordinate medical record release forms and required documentation
• Send, receive, and track HIPAA-compliant authorization forms
• Maintain accurate tracking systems for pending and completed records requests
• Follow up on outstanding records requests in a timely and consistent manner
• Upload and organize medical records within the electronic medical record system
• Monitor surgeon encounters, chart notes, operative reports, and documentation within eClinicalWorks to ensure records are completed, locked, signed, and distributed in a timely manner
• Communicate record status updates with providers, surgical coordinators, and administrative staff
• Prioritize urgent requests related to consultations, imaging reviews, and surgeries
• Maintain compliance with HIPAA and confidentiality standards
• Perform additional administrative and medical records-related duties as assigned

Education & Experience

• Previous experience in medical records, healthcare administration, or medical office operations preferred 
• Experience obtaining records from outside facilities and hospital systems strongly preferred 
• EMR experience preferred; eClinicalWorks experience is a plus

Skills & Competencies

• Strong organizational, multitasking, and follow-up skills
• Excellent written and verbal communication skills
• Ability to work independently and manage responsibilities remotely
• Strong attention to detail and ability to meet deadlines
• Working knowledge of HIPAA regulations and medical release procedures required
• Ability to multi-task in a fast-paced environment with fluctuating priorities and deadlines.
• Ability to work without direct supervision and efficiently manage tasks and time.