Medical Form Specialist

Summary/Objective

This role is responsible for the receipt, processing, completion, and documentation of medical forms, including disability, FMLA, and related requests, as well as collecting any associated fees. As a busy neurology practice caring for patients with chronic and complex neurological conditions, timely and accurate handling of these forms is vital. This position plays a key role in supporting patient access, continuity of care, and accurate record-keeping. The ideal candidate is compassionate, efficient, capable of managing a high-volume workflow, and skilled in clear communication with patients, clinicians, and external organizations.

Essential Functions

Form & Documentation Processing

· Coordinate completion of FMLA, short-term disability, long-term disability, return-to-work, and other medical forms.

· Review forms for completeness, accuracy, and required information prior to provider completion.

· Track deadlines and ensure forms are processed and submitted within required timeframes.

· Work closely with providers to obtain clinical information necessary to complete forms.

Communication & Coordination:

· Communicate with patients regarding form requirements, timelines, fees, and delivery methods.

· Provide updates on form status and respond promptly to patient questions.

· Communicate with employers, insurance representatives, and disability administrators.

· Send completed forms via secure methods (fax, patient portal, or mail).

· Maintain accurate records of all outgoing communications and submissions.

· Ensure compliance with HIPAA and patient confidentiality regulations.

· Comply with and adheres to all regulatory compliance areas, policies and procedures and company "best practices".

Qualities and Characteristics

· Ability to work independently and with a multidisciplinary team.

· Strives to learn more and receptive to new challenges and opportunities.

· Displays enthusiasm toward the work and the mission of M.I.N.D.

· Ability to organize, prioritize and handle multiple tasks, adhere to established deadlines, and produce work that consistently meets or exceeds benchmarks.

· Demonstrates strong work ethic with attention to detail, accuracy, and quality.

· Excellent organizational and time-management skills.

Qualifications

Required:

· High school diploma or equivalent

· 2 years of experience in a medical office, medical records, or similar administrative role processing FMLA/disability paperwork.

· Knowledge of medical terminology, healthcare documentation, and patient privacy standards.

· Basic computer proficiency and knowledge in the use of Microsoft applications.

Preferred:

· Associate’s degree or medical administrative certification

· Experience working in a neurology or chronic illness specialty clinic.

· Familiarity with disability workflows (short-term, long-term, etc.)

· Experience handling patient payments or service fees.

Work Environment

This job operates in a medical office facility.

Physical Demands

This position requires the ability to sit and view computer screens for long periods of time, and perform daily interactions with patients.

Position Type/Expected Hours of Work

 This is a full-time position with a Monday through Friday work schedule. The role requires an eight-hour shift, and the start time may vary.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Employees should adhere to all approved policies, procedures, and philosophies.