HIM Lead Release of Information Specialist

Job Description Summary Under the direction of the HIM Management Team and the HIM ROI Supervisor, the HIM Release of Information Specialist Lead is responsible for the processing of requests for Protected Health Information in accordance with organizational policies, HIPAA, State and Federal regulations.
Required to maintain confidentiality, privacy and security of all patient health information.
The Release of Information Specialist Lead will respond and release information from the electronic medical record and/or other storage medium in response to properly authorized requests.
Responsible for providing training and education to staff.
Collaborates with the ROI Supervisor and Manager with the reporting of issues and resolution.
Assists Supervisor and Manager with organizing projects and workflow development.
The HIM ROI Lead supports the HIM ROI Supervisor with prioritization of tasks and projects to ensure release completion in appropriate timeframe in accordance with Regulatory Requirements and Health System Policy and Procedures.
Job Description ESSENTIAL FUNCTIONS Responsible for the oversight of processing turnaround times and escalates processing issues to Supervisor and Manager.
Assists Supervisor with new employee orientation and training tracks.
Supports the Release Unit and Supervisor with record redaction requests and assure appropriate releasing of sensitive medical record information.
Ensures maintaining of office equipment, requests repairs or cleaning of machinery and educating staff on proper use.
Responsible for tracking office supplies and submitting supply order to management.
Communicates issues/concerns to department leaders for resolution.
Assists with administrative duties including, but not limited to; project management and identifying process improvements.
Assures that all Release of Information required responsibilities handled appropriately according to department expectations.
Receives and process priority requests for patient health information in accordance with HIM workflows, SSH policies, the state/federal laws.
Required to review requests electronically and paper received via fax, mail, email, phone inquiries, paper and patient portal Ability to determine the processing workflow according to request type: legal, patient, insurance, continuity of care or audit Required to enter and process requests for release of information into EPIC Release tracking module.
Responsible for reviewing the validity of the request, ensuring the authorizing signature, date and supporting legal documentation is present with patient representatives Scans documents into EPIC according to HIM workflows and turn-around times Orders records form offsite storage in accordance with HIM workflows Updates the release tracking with pertinent information while processing Outreach and coordinate with other departments for additional requested data to fulfill the record request Creates letters in response to invalid requests Responsible for the accepting served subpoenas, court orders and warrants.
Review and validate appropriate delivery to organization Ensure timely Epic entry of request Meet requested response timeframe and coordinate with internal legal department as needed Respond to requestor when record request when a release cannot be fulfilled Coordinates and reconciles the retrieval of offsite medical record hard charts according to established procedures.
Timely retrieval of hardcopy documents to meet request completion Adheres to HIM workflows for records cataloged for offsite storage Management of Ambulatory Record Manifest Assist department with record retrieval requests Responsible for the return delivery coordination to offsite storage Maintains confidentiality and security of protected health information.
Releasing records via secure cd email, fax, portals or mail ensuring the appropriate recipient information Knowledge and application of ROI guidelines as outlined in the HIM ROI policy when answering calls or sending faxes Management of sensitive PHI under 42 CFR in compliance with Federal and State Regulation Requirements.
Responds to Bridge and Perinatal Department record coordination requests Coordinates patient requested records for release Ensures secure delivery of sensitive records Processes important release EMR System Notification for clinical and support staff knowledge according to established HIM ROI workflow.
Entry of FYI Release Restriction Flags Chart Advisories Preservation of Evidence Request Management of third-party invoicing and payment portal.
Create release of information medical record invoices and send to requestor Process all medical record payments received via the payment portal Release records upon payment Legal Medical Billing Request coordination and processing.
Review and pull facility-billing statements for legal request fulfillment Responsible for the processing of patient disability requests.
Access and pull disability requests via secure web portal for processing Entry of release of information billing invoice and payment receipts Secure upload of completed record request in disability portal Management and completion of patient transfer process out of the Health Systems Ambulatory Primary Care Division.
Validating the primary care transfer with the patient Canceling upcoming appointments Updating the primary care provider demographic field to remove the patient from the provider panel Update patient demographic address to ensure appropriate delivery to released records Monitoring various HIM MS Outlook Email Inboxes, Voicemail Inboxes.
Routing to the appropriate task folder for record release completion Responding to requestors with questions Ensuring the inboxes are managed timely and messages are completed out of the system Epic InBasket Message review, response and completion.
Oversight of MyChart Patient messages, Staff messages and Release of Information Pool messages for the Health System Responsible for time response to messages, record fulfillment and documentation coordination Attaching and routing completed patient forms for care coordination.
Review of forms for completeness and indexing to appropriate EMR encounter Release form via MyChart, fax or secure email to patient MyChart Patient Portal record request management.
Reviews and completes all Health System requests submitted via the patient portal Answers telephone calls regarding medical record questions in a friendly and knowledgeable manner.
Phone is answered appropriately – name and department given, pleasant and professional tone Validates phone requester to protect to PHI Assists customers with questions regarding how to obtain copies of medical records All phone requests are completed and as quickly as possible with appropriate patient care prioritization Processing of Patient Transportation requests for MassHealth.
Validating the need for transportation Accessing the MassHealth Portal for entry of the transportation request Update and renew requests as needed and enter copy of completed transportation form in EMR Oversight of incoming Business Office incoming postal mail.
Opening and reviewing incoming mail and route to the appropriate all business departments.
Review all medical record and audit requests; distribute to HIM Teams for record processing.
Oversee record amendment requests submitted to HIM.
Respond to patient inquiries regarding Amendment request submission Review amendment request received and create an Epic Record Release Alert the Data Deficiency Team via email and route hard copy for processing Assists with HIM Department task and understands workflows for coverage purposes, as required.
Adheres to and follows established HIM downtime policies and procedures.
Essential Functions Technology and Learning Participates in continued learning and possess a willingness and ability to learn and utilize new technology and procedures that continue to develop in their role and throughout the organization.
Embraces technological advances that allow us to communicate information effectively and efficiently based on role.
Collaborates with SSH IS teams as required to resolve noted issues/concerns Identify and develop new processes and initiate new enhancement for release coordination.
PHYSICAL REQUIREMENTS Indicate the appropriate physical requirements of this job in the course of a shift.
Note: Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.
General Activity - Frequent Standing/Walking Required, No Driving Motion - Frequent Activity Required-pushing, pulling, lifting, bending Motor Skills - Use of hands required, Use of feet required Weight/Force - Light lifting required (<25lbs)