This is a medical records role with teeth. You’re the gatekeeper for protected health info, making sure every release is valid, compliant, and documented. If you like clear rules, clean checklists, and zero wiggle-room work, this is your lane.
About Charlie Health
Charlie Health provides virtual behavioral healthcare for people with complex needs. They’re mission-driven and scaling fast, so this role sits right at the intersection of care access and privacy compliance.
Schedule
- Full-time, exempt
- Remote in the U.S.
- Hybrid note: if you live within 45 minutes of a Charlie Health office, you’re expected to follow a hybrid schedule
- Not available in: AK, CA, CO, CT, ME, MA, MN, NJ, NY, OR, WA, Washington, DC
What You’ll Do
- Receive and process requests for medical records (PHI) in line with company, state, and federal rules
- Validate authorization documents (and a long list of legal request types: subpoenas, POA directives, depositions, short-term disability, workers’ comp, state agencies, regulatory bodies, etc.)
- Send invalid request notifications when paperwork is missing or doesn’t meet requirements
- Pull the correct info from EMR and other sources, verify dates of service, and release records in the requested format
- Answer calls and voicemails for the medical records department
- Manage incoming faxes, mail, electronic messages, and do consistent data entry
- Respond to internal requests via email, Slack, and other tools
- Log every inquiry, track the steps end-to-end, and document disclosure accounting when patient authorization isn’t required
- Scan/upload documents into the EMR, keep everything auditable and complete
- Provide internal guidance on ROI questions and support training
- Flag volume changes, workflow issues, and improvement ideas to the HIM Director
- Help with ops initiatives and other admin tasks as needed
What You Need
- Associate’s degree OR equivalent release-of-information experience
- 1+ year in a behavioral health medical records department or a closely related field
- Comfort using phones, email, fax/copiers, MS Office, and business apps
- Able to prioritize multiple requests in a fast-paced environment
- Strong confidentiality instincts and extreme attention to detail
- Professional written and verbal English (native or bilingual)
- Comfortable using cloud tools daily (Google Suite, Slack, Zoom, Dropbox, Salesforce) plus EMR systems
Benefits
- Comprehensive benefits for full-time exempt employees
- Base pay target: $44,000–$60,000/year (depends on location and experience)
- Total comp may also include stock options and other benefits
Backbone moment: this job is “mistakes cost money and lawsuits” work. If you’ve never handled authorizations, subpoenas, or strict PHI rules, you can still apply, but your cover letter and resume have to sell transferable precision: document control, compliance, case notes, chain-of-custody thinking, zero-defect admin work. No fluff.
Happy Hunting,
~Two Chicks…