Medical Records Release Information Specialist

The responsibilities of this job include, but are not limited to the following:

• Processing medical release of information requests for protected health information (PHI) timely and efficiently;
• Validating the accuracy of data and scanned documentation entered into Patient First's Release of Information (ROI) tracking system;
• Reviewing requests thoroughly to determine accuracy of the authorization and completing the Medical Records Request Fulfillment Checklist to provide a timely response;
• Responding to all requests for PHI, including those that are not HIPAA compliant or do not provide enough necessary information to locate the patient, via written correspondence according to state and federal statutes, and preparing for delivery;
• Printing requested records, matching them with their corresponding requests, updating the materials list, invoicing, and preparing for delivery;
• Notating the request status in the ROI tracking system once the records are printed, billed, and prepared for delivery;
• Providing professional responses to all PHI requests in a timely manner as legally mandated, regardless of ability to fulfill;
• Processing all subpoenas received for records, physicians, and witnesses as assigned, in accordance with all state and federal regulations and departmental and company policies;
• Authenticating Patient First records received from external requestors and providing a completed certification or affidavit to reflect findings;
• Processing walk-in requests for PHI from patients;
• Routing leave and disability forms to the appropriate clinician; forwarding to the requesting party in a timely fashion;
• Answering incoming calls to provide administrative support to Medical Records Call Center Agents;
• Providing customer service to internal and external requesters to ensure ongoing workflow production, while adhering to company policies and HIPAA ROI regulations;
• Posting and balancing checks received from vendors and journal voucher entries received from the Cash Management Department to the appropriate invoice in the ROI tracking system;
• Ensuring that all affidavits are completed and notarized before mailing;
• Maintaining up-to-date notes and training material related to departmental and company policies and procedures as well as those mandated by law;
• Performing all duties of the Medical Records Mail Agent and other duties as assigned.

Minimum education and professional requirements include, but are not limited to, the following:

• Associate degree or higher in healthcare administration or equivalent field or job-related experience preferred;
• Certified as a Registered Health Information Administrator (RHIA), Certified Coding Specialist (CCS), or Certified Professional Coder (CPC) (preferred);
• Knowledge of federal HIPAA and state ROI regulations related to the release of protected health information;
• Proficiency with Microsoft Office Suite software required;
• Prior experience in a medical records department (preferred);
• Ability to work independently;
• Basic medical terminology and spelling skills (required);
• Excellent verbal and written communication skills; ability to read computer-generated printed reports and hand-written notes;
• Excellent interpersonal and organizational skills;
• Ability to prioritize and multitask;
• Ability to lift up to 20 pounds.