Medical Records Specialist
Company: Olympic Pharmacy & Healthcare Services
Location: On-Site | Gig Harbor, WA
Virtual: This is not a virtual position
Department: Billing
Employment Type: Full-Time
Business Hours: Monday-Friday, 9:00 AM – 5:30 PM
We are seeking a meticulous and organized Medical Records Specialist to join our on‑site Durable Medical Equipment (DME) Billing team. In this role, you will accurately request, review, verify, and organize medical documentation while maintaining strict adherence to regulatory and compliance standards. You will also provide backup support to the Medical Authorization Documentation Specialist when needed.
The ideal candidate excels in a structured office setting, demonstrates strong independent and team‑based work skills, and can manage high‑volume documentation with precision and efficiency.
Key Traits for Success:
- Strong work ethic
- Accuracy, speed, and consistency in documentation
- Punctual, dependable, and goal-oriented
- Quick learner with strong focus and follow-through
- Professional and resilient with the ability to work well with confident personalities
- Not phone-shy! Comfortable making and receiving calls as part of daily responsibilities.
Your Role: What You’ll Do
- Take initiative and demonstrate confidence and professionalism in handling a high volume of calls with patients, providers, and insurance companies
- Track and request updated prescriptions and chart notes from providers
- Upload and manage patient documentation in the medical records system
- Send documents via DocuSign and ensure timely signature returns
- Respond to patient and payer documentation requests
- Ensure all required documents meet payer and regulatory standards
- Maintain accurate patient demographics, insurance, and contact info
- Research and update patient address and payment information as needed
- Assist with insurance audits
- Crosstrain with the authorization team to support workflow as needed
- Meet daily productivity and accuracy goals with minimal supervision
- Communicate with internal teams to resolve discrepancies or incomplete records
- Adapt to additional responsibilities and departmental needs as directed by the Manager
This is not a full list of duties; other duties may be assigned.
Qualifications & Skills
Required:
- Legally authorized to work in the U.S.
- High school diploma or equivalent (GED)
- Must be proficient in written and spoken English
- Must successfully pass a background check and drug test
- 1+ year experience managing and entering data quickly and accurately
- 1+ year of documentation review
- Strong communication skills and professional phone presence
- Skillful in Microsoft Office Suite and 10-key
- Adaptability to new software systems
- High attention to detail and ability to stay focused
- Resilient, punctual, and a drive to exceed expectations
- Professional in high-stress or direct communication situations
- Ability to provide professional service and maintain confidentiality
- Must live within a reasonable commute
Highly Preferred:
- Experience in medical billing and records management
- Verify insurance eligibility and benefits
- Authorization request processing
- Health information management
- Acquainted with Brightree and EPIC systems
- Flexible and undeterred by shifting priorities or strong opinions
- Familiarity with healthcare compliance regulations (e.g., HIPAA)
- Bilingual English/Spanish
Additional Information:
Pay range is based on several factors and may vary in addition to a full range of medical, financial, and/or other benefits. Final salary and offer will be determined by the applicant’s background, experience, skills, internal equity, and alignment with geographical market data.
Compensation: Min: $19/hr. Max: $23/hr.
Benefits – Full-time positions are eligible for our comprehensive and competitive benefits package including medical, dental, vision, and life insurance. Additional benefits include a 401k plan, sick leave, paid time off, employee discount, occasional bonuses, professional development assistance, hands-on learning, and growth opportunities. Olympic Pharmacy & Healthcare Services complies with all federal, state, and local minimum wage laws.
DISCLAIMER
The above statements are intended to describe the general nature of work performed by the employees assigned to this job and are not the official job description for the position. All employees must comply with Olympic Pharmacy policies and applicable laws.
OLYMPIC PHARMACY IS AN EQUAL OPPORTUNITY EMPLOYER
Job Type: Full-time
Pay: $19.00 - $23.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Work Location: In person
