Release of Information Specialist Department: Medical Records
Status: Full-Time
FLSA Status: Non-Exempt
Reports To: Manager, Medical Records Position Summary The Release of Information (ROI) Specialist is responsible for processing requests for protected health information (PHI) in accordance with federal and state regulations, organizational policies, and patient privacy requirements. This position ensures the timely, accurate, and secure release of medical records while maintaining compliance with HIPAA, applicable state laws, accreditation standards, and organizational confidentiality policies. The ROI Specialist serves as a resource for patients, healthcare providers, attorneys, insurance companies, and other authorized requestors regarding access to medical records and release of information processes. Essential Duties and Responsibilities Release of Information Processing - Receive, review, and process requests for medical records and protected health information.
- Verify the identity and authority of individuals or entities requesting information.
- Review authorizations for completeness, validity, and compliance with HIPAA requirements.
- Determine appropriate disclosure of information based on authorization, legal authority, or treatment, payment, and healthcare operations requirements.
- Process requests within established timeframes while maintaining high levels of accuracy.
- Track and document all disclosures as required by organizational policies and applicable regulations.
- Calculate and apply appropriate fees for record requests when permitted by law.
Privacy and Compliance - Maintain strict confidentiality of patient information at all times.
- Ensure compliance with HIPAA Privacy and Security Rules, state regulations, and organizational policies.
- Identify and report potential privacy concerns, unauthorized disclosures, or security incidents.
- Participate in privacy and compliance education and training programs.
- Assist with audits related to release of information activities.
Customer Service - Provide professional and courteous service to patients, physicians, attorneys, insurance companies, and other authorized requestors.
- Respond to inquiries regarding the status of record requests and release procedures.
- Educate requestors regarding authorization requirements and applicable regulations.
- Resolve routine issues related to record requests and disclosures.
Record Management - Utilize electronic health record (EHR) systems and document imaging applications to retrieve records.
- Ensure records released are complete, accurate, and appropriate for disclosure.
- Scan, index, and maintain documents within the electronic medical record when necessary.
- Maintain accurate logs and documentation of release activities.
Administrative Responsibilities - Maintain department records and filing systems.
- Assist with departmental quality improvement activities.
- Participate in departmental meetings and training programs.
- Perform other duties as assigned.
Qualifications Required Education - High school diploma or equivalent.
Preferred Education - Associate degree in Health Information Management, Healthcare Administration, Medical Office Technology, or a related field.
Required Experience - Minimum one (1) year of experience in healthcare, medical records, customer service, or administrative support.
Preferred Experience - Experience processing medical record requests.
- Experience working with electronic health record systems.
- Experience in a Health Information Management department.
Required Knowledge, Skills, and Abilities - Knowledge of HIPAA Privacy and Security regulations.
- Understanding of medical record documentation and healthcare terminology.
- Strong attention to detail and organizational skills.
- Excellent communication and customer service skills.
- Ability to work independently and prioritize multiple tasks.
- Proficiency with computers, Microsoft Office applications, and electronic health record systems, Epic experience preferred.
- Ability to maintain confidentiality and professionalism in all situations.
- Ability to interpret policies, procedures, and legal requirements related to medical records and disclosure of information.
Certifications Preferred - Registered Health Information Technician (RHIT)
- Registered Health Information Administrator (RHIA)
- Certified Release of Information Specialist (if applicable)
Equal Opportunity Employer
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