Release Of Information Specialist - Medical Records

The Release of Information Specialist must at all times safeguard and protect the patient’s rights to privacy by ensuring that only authorized individuals have access to the patient’s medical information. Ensure authenticity of patient signature prior to Release Of Information. Responsible for ensuring that all releases Of Information are in compliance with the request and authorization, in accordance with established policies and procedures and HIPAA statutes. Requires skills that include a thorough working knowledge for the retrieval of documents from various systems including Meditech, Chartmaxx, Papervision, microfiche and paper charts. Requires commitment to maintaining a professional health care office environment on a day-to-day basis, working with confidential and personal health information in a conscientious manner and providing patients and other requestors with the superior level of service. This position engages in direct patient and customer service and must perform duties and conduct interpersonal relationships in a manner designed to project a positive image of the department and the DCH Healthcare System. Requires the ability to work with team leader, supervisor, manager and other members of the department to promote a harmonious work environment.

1. Greet the patients or customers in a professional, friendly, and courteous manner, answer questions, and provide general information.
2. Answers phones, retrieve messages, and communicate to appropriate persons or processes requests as related to continued health care and Release Of Information in a timely manner.
3. Prioritize Release Of Information requests, retrieves Medical Records from active, inactive and/or interdepartmental locations.
4. Electronically tracks and delivers records in accordance with established procedures.
5. Handles all requests and inquiries for protected health information whether received via mail, fax, phone or in-person.
6. Promotes quality improvement, staff and patient safety, and cultural diversity through department operations and by personal performance.
7. Assures the authenticity of patient signature and ensures the requesting party has a legal right to request a patient’s medical information.
8. Runs appropriate Chartmaxx and Meditech reports as related to Release Of Information.
9. Processes request for patient portal access in accordance with the established procedures.  
10. Applies the detailed provisions of specific laws and regulations for Release Of Information.
11. Generates invoices, letters, and Release Of Information acknowledgements through Chartmaxx and/or Meditech.
12. Prepares documents for Release Of Information by selecting the appropriate documents from the medical record and preparing them for electronic mailing, copying and/or faxing.
13. Retrieves and completes the online record wizard requests during business and weekend hours.
14. Retrieves and prepares Medical Records for transfer to other health care facilities.
15. Requires skills that include a thorough working knowledge of Chartmaxx and Meditech Expanse, papervison, microfilm and paper charts as to process requests for Release Of Information.
16. Assists with posting of revenue and accountability for reimbursement.
17. Verification of daily deposits to Business office.
18. Process disability, EFR(Quadax) accounts (Northport and Regional Campus), Commercial Insurance, and Veterans Affairs.
19. Support various vital statistic functions to ensure the timely completion of birth and death certificates.
20. Responds to requests for medical information from attorneys, subpoenas, court orders, Risk Management, and legal counsel.
21. Assists with legal proceeding in carrying out duties to process subpoenas and court orders DykenPro, AQAF, CMS, Medicare, and Medicaid.
22. Assists medical staff in preparation for depositions.
23. Consistently meets or exceeds departmental deadline standards and work/project completion (i.e. individual productivity, meeting established deadlines) at 97% to meet the standard.
24. Demonstrates a commitment to the provision of high quality service and contributes to quality outcomes (i.e. accuracy rates, documentation, quality improvements) at 97% to meet the standard.

DCH Standards:

• Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation.
• Performs compliance requirements as outlined in the Employee Handbook.
• Must adhere to the DCH Behavioral Standards including creating positive relationships with patients/families, coworkers, colleagues and with self.
• Requires use of electronic mail, time and attendance software, learning management software and intranet.
• Must adhere to all DCH Health System policies and procedures.
• All other duties as assigned.

High school diploma or GED required. Minimum of one year of experience in a Medical Record Department preferred. Possess knowledge of the workflow in a Medical Records Department preferred. Must have strong personal computer skills and a high level of experience with operation of equipment such as printers, computers, and fax machines. Exhibits interpersonal skills and abilities to deal effectively with all levels of staff. Must be detailed oriented, self-motivated and have the ability to stay focused on tasks for extended periods of time. Knowledge and experience in Release Of Information legal issues of Healthcare to State and Federal laws preferred.   Must be able to read, write legibly, speak and comprehend English.

WORK CONTEXT

1. Requires ability to work 8 hours quietly at a computer screen and keyboard/mouse.
2. Requires ability to withstand pressures of constant deadlines, audits, educational demands and changing healthcare environment.
3. Must be able to adapt to changes in work area as assigned.
4. Physical presence onsite is essential.
5. Displays a willingness to take on responsibilities and challenges.
6. Must have the ability to accept criticism and dealing calmly and effectively with high stress situations.

PHYSICAL FACTORS

1. This job involves standing, walking, sitting, stooping, pushing, pulling, and crouching.
2. The job is considered light work.
3. Ability to lift up to 30 pounds occasionally and 10 pounds frequently and/or negligible amount of force constantly to move objects frequently.
4. Hearing and vision must be normal or corrected to within normal range. 
5. Must have good dexterity and should be able to reach and extend arms in any direction.
6. Must be able to perform the duties with or without reasonable accommodation.
7. Physical presence onsite is essential.