What are the responsibilities and job description for the Department Manager position at Newlin Disability?
About Us
Newlin Disability is dedicated to helping individuals obtain the Social Security Disability benefits they deserve. We are seeking an experienced and motivated Medical Records Department Manager to lead our medical records team and ensure the timely collection, organization, and submission of critical medical evidence for disability claims.
Position Summary
The Medical Records Department Manager oversees all operations related to obtaining, organizing, and maintaining medical evidence for Social Security Disability cases. This position plays a key role in ensuring records are requested efficiently, processed accurately, and submitted on time while maintaining compliance with SSA requirements and HIPAA regulations. The manager leads and develops the medical records team, supports attorneys and case staff, and drives process improvements that enhance department performance.
Key Responsibilities
Medical Evidence Management
- Oversee the request, tracking, receipt, and organization of medical records for Social Security Disability cases.
- Ensure medical evidence is complete, accurate, and submitted through SSA Electronic Records Express (ERE) within required deadlines.
- Maintain compliance with HIPAA, SSA regulations, and company policies.
Team Leadership
- Supervise Medical Records Specialists, Prep Specialists, and support staff.
- Provide coaching, training, and performance management.
- Conduct regular team meetings and communicate workflow priorities.
- Foster a positive, accountable, and collaborative team culture.
Oversight of Prep Specialists
- Ensure accurate review of Social Security files to identify missing or outdated medical records.
- Monitor client outreach efforts and documentation quality.
- Support team understanding of SSA file structures, medical terminology, and evidence requirements.
Collaboration & Case Support
- Work closely with attorneys, case managers, and hearing staff to ensure complete and organized medical evidence.
- Communicate delays, challenges, or provider issues that may affect case preparation.
- Assist in identifying gaps in medical documentation.
Operations & Administration
- Monitor workflow, productivity, and quality standards.
- Develop and implement process improvements to increase efficiency.
- Approve employee timecards and manage staff scheduling.
- Assist with budgeting related to medical records costs, provider fees, and departmental resources.
Provider & Client Relations
- Serve as the escalation point for difficult provider interactions and delayed record requests.
- Ensure professional communication with healthcare facilities and clients.
- Help clients understand the medical evidence collection process.
Qualifications
Required
- Experience with Social Security Administration (SSA) rules and regulations.
- Proven leadership and people-management experience.
- Strong organizational, communication, and problem-solving skills.
- Ability to manage high-volume workflows and meet strict deadlines.
- Familiarity with SSA electronic systems.
Preferred
- Experience in a Social Security Disability law firm, legal support environment, or medical records management setting.
- Knowledge of HIPAA compliance and medical documentation practices.
What Makes You Successful
- Strong leadership and coaching abilities.
- Exceptional attention to detail.
- Ability to build productive relationships with staff, providers, attorneys, and clients.
- Commitment to compliance, accuracy, and operational excellence.
Apply Today
If you are an experienced leader with expertise in Social Security Disability processes and medical records management, we invite you to apply and join our mission of helping clients secure the benefits they need and deserve.
Pay: $17.00 - $20.00 per hour
Benefits:
- Paid time off
- Paid training
Work Location: Hybrid remote in Terre Haute, IN 47807
Salary : $17 - $20