Medical Records Specialist

Medical Records Specialist - Behavioral Health – Exact Billing Solutions (EBS) 
Lauderdale Lakes, FL

Who We Are 

Exact Billing Solutions is a unique team of revenue cycle management professionals specializing in the substance use disorder, mental health, and autism care fields of healthcare services. We have extensive industry knowledge, a deep understanding of the specific challenges of these markets, and a reputation for innovation. With our proprietary billing process, EBS is the oil that brings life to the engines of its partner healthcare companies. 

EBS is poised for exponential growth, and we are building out our teams to support the expansion of global operations. 

Part of the ICBD family office portfolio, Exact Billing Solutions combines entrepreneurial speed with the financial discipline of a self-funded, founder-led organization. Our growth reflects a proven ability to solve complex healthcare challenges with operational precision, scalable systems, and client-first innovation. 

Our Origin Story 

Exact Billing Solutions was launched to address one of healthcare’s most persistent challenges: the burden of billing and insurance administration on providers. With firsthand knowledge of how inefficiencies in revenue cycle management drain resources from patient care, our founder built a company dedicated to removing obstacles, accelerating cash flow, and delivering peace of mind to clients across specialties. 

Recognition & Awards 

Exact Billing Solutions contributes heavily to the success of the broader ICBD family office ecosystem and benefits from the recognition awarded to other portfolio companies, including: 

• Inc. 5000, 2024 – Top 5 Fastest-Growing Private Companies in America (ABA Centers of America) 
• EY Entrepreneur Of The Year® U.S. Overall 
• Florida Trend Magazine – 500 Most Influential Business Leaders 

About the role

The Medical Records Specialist is responsible for processing, fulfilling, and tracking medical records requests to support payer audits, legal requests, and continuity of care. This role includes retrieving records from internal systems, ensuring accuracy and completeness, and delivering records via payer portals or mail in a timely and compliant manner.

 The principal functions of the position identified shall not be considered as a complete description of all the work requirements and expectations that may be inherent in the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. 

POSITION ESSENTIAL DUTIES & RESPONSIBILITIES

• Retrieve medical records from Electronic Medical Record (EMR) systems and document management systems
• Compile records based on request requirements (date ranges, encounter types, etc.)
• Review records for accuracy, completeness, and legibility
• Ensure correct patient and documentation are included prior to release
• Upload medical records to payer portals (e.g., UHC, Aetna, Cigna)
• Confirm successful submissions and document confirmation details
• Print, package, and mail records as required (including certified mail when applicable)
• Maintain organized documentation of all completed requests
• Review incoming requests for completeness and proper authorization
• Prioritize requests based on urgency and deadlines
• Update tracking systems with request status, completion dates, and notes
• Communicate with internal teams or payers regarding missing information or follow-ups
• Ensure all work complies with HIPAA and organizational policies
• Maintain strict confidentiality of patient information
• Follow established procedures for record release and documentation retention

• High school diploma or equivalent required; Associate degree in Health Information Management (HIM), Business Administration, or a related field strongly preferred.

• Experience: 1–3 years of experience in medical records, health information management, or a high-volume administrative role within a healthcare setting.
• Hands-on experience navigating EMR systems to extract specific data sets.
• Solid understanding of HIPAA regulations, HITECH Act, and state-specific laws regarding the Release of Information (ROI).
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat for merging, splitting, and redacting PDF documents.
• Ability to audit records for legibility, completeness, and "right patient, right document" accuracy to prevent data breaches.
• Proven ability to manage a high-volume queue with competing deadlines and priority levels.
• Strong professional verbal and written communication skills for interacting with internal clinical teams and external insurance payers.
• Ability to identify missing documentation or authorization gaps and proactively seek resolution.

• 21 paid days off (15 days of PTO, which increases with tenure, plus 6 holidays).  
• Flexible Spending Account (FSA) and Health Savings Account (HSA) options.  
• Medical, dental, vision, long-term disability, and life insurance.  
• Generous 401(k) with up to 6% employer match.  

Exact Billing Solutions (EBS) Culture 

Integrity. Dependability. Attention to detail. All our team members exhibit these qualities when it comes to doing business. And when it comes to the business of supporting a team, as a company, we offer no less to our team members. We’re a fast-paced, growing company delivering services that allow our clients to spend more time helping people. At the end of the day, it’s people, not numbers, that drive our success. 

Exact Billing Solutions participates in the U.S. Department of Homeland Security E-Verify program.