POSITION SUMMARY:

The HIM Records Release Specialist reports to the Health Information Management Records Manager and supports all basic functions of the Health Information Management release of information section. The HIM Records Release Specialist should demonstrate the ability to conduct correspondence transactions in a professional, courteous and efficient manner with internal and external customers requesting medical information, and balance hospital, department protocol and state and federal laws against the need of the requestor.  Adheres to departmental policy and procedure with respect to patient confidentiality, and ensures patient authorization as otherwise required by law.

 

 

EDUCATION/CERTIFICATION:

This position requires a minimum of a High School diploma or GED

EXPERIENCE:

Two years of hospital and/or medical office work experience where experience has been gained relative to state and federal laws governing the maintenance and release of patient medical information. 

COMPETENCIES:

Basic computer skills are needed for daily use of Microsoft windows based programs such as Outlook, Word, Excel and internal Intranet and Meditech programs. Must be able to read, speak and write proficiently in English in order to effectively communicate on a daily basis with hospital staff, patients and visitors. Occasional travel between ECHN business sites is necessary, making reliable transportation a requirement.

ESSENTIAL DUTIES and RESPONSIBILITIES:

Disclaimer: Job descriptions are not intended, nor should they be construed to be, exhaustive lists of all responsibilities, skills, efforts or working conditions associated with the job.  They are intended to be accurate reflections of the principal duties and responsibilities of this position.  These responsibilities and competencies listed below may change from time to time.

1.      Receives and coordinates "Complex Reviews" for RAC audits.  Enters audit listing into IATRIC system MIS application, deciphers all requested records and retrieves from Clinical systems to include all standalone systems and paper record. Releases all RAC requests as required and maintains and retrieves copies as requested by RAC Core members. Consistently meets deadline as required.

2.      Coordinates Audits, State and Government on-site record reviews, Regulator Agencies and Insurance reviews / audits. Meets deadlines consistently.

3.      Receives Public with excellent interpersonal skills and effectively and diplomatically communicates to the public the procedures that must be followed when releasing protected health information. Demonstrates an understanding of Release of Information rules and regulations.  Adheres to established departmental and hospital policies and procedures.

4.      Receives and processes all requests for medical records and inquiries for patient information; dispersing the information with accountability to all regulatory entities.  Demonstrates a complete understanding of departmental policies and procedures.

5.      Follows delineated guidelines for validating and processing subpoenas, court orders and search warrants.  Communicates problems to Supervisor immediately.

6.      Processes STAT requests for medical information, adhering to established departmental policies and procedures. Exercises good judgment, as observed by Supervisor.

7.      Verifies the validity of patient identification, patient authorization and / or appropriateness of the requesting party. Ensures release of medical record information only when properly authorized.

8.      Maintains ROI module. Completes correspondence packet and/or documents in ROI module all medical information requested to a 98 – 100 % standard. Initials and dates back of patient file to delineate what was sent for future reference

9.      Processes request for medical information within the 30 day State statute, with an emphasis on 10 business day turnaround time.  Ensures patient information is released only to the appropriate requestor via established procedures.

10.  Faxes medical information to requesting health care providers according to established procedure.  Documents misdirected faxes.

11.  Reports requests with Risk Management potential to Records Manager. Logs requests out to Risk Management and forwards a copy of the medical file.

12.  Requests paper medical records and/or unit file folders from archive warehouse. Notes retrieval date and return date to archive warehouse utilizing the HIM shared archive drive.

13.  Bills requestor when appropriate and receives payment for requests processed.  Forwards all cash and checks to cashier on a daily basis.

14.  Accepts and processes telephone and walk-in requests. Conducts business in a professional courteous and efficient manner as observed by supervisor.

15.   Completes entry of daily productivity log and daily ROI stats. Maintains for quarterly review.