HIM - Release of Information Specialist

Position Summary
The Release of Information (ROI) Specialist position plays a vital role in the release of confidential medical and/or health information in accordance with applicable laws, standards, and regulations. This role requires knowledge of HIPAA regulations, patient privacy laws, and other relevant standards. Responsibilities include ensuring accuracy, security and legal compliance while processing request for patient information/records to patients as well as all other outside providers, insurance companies, registries, legal authorities and others. This role requires strong communication and customer service skills.

Qualifications

Education: High School Diploma required
Experience: A minimum of one year of working in medical records or healthcare in a hospital or clinical setting is preferred. Knowledge of HIPAA regulations is required. Proficiency with use of computers and office applications is required. Must be able to multi-task and pay close attention to detail.

General Responsibilities

The general responsibilities of the ROI Specialist are summarized here.
Demonstrates knowledge and actions essential to fulfilling the position's responsibilities.

• Review and process requests for the release of medical records from patients, healthcare providers, law firms, insurance companies, and other authorized parties.
• Ensure all requests are valid and complete, including proper authorizations, legal documents, and patient consents.
• Adhere to HIPAA, hospital policies, and state/federal regulations regarding the release of protected health information (PHI).
• Always maintain patient confidentiality and privacy, ensuring appropriate safeguards for sensitive health information.
• Monitor the release of information for compliance and report any breaches or risks to management.
• Retrieve, review, and prepare medical records from the hospital's electronic health records (EHR) system or physical storage.
• Coordinate with departments such as Radiology, Lab, and Nursing to obtain specific patient records if needed.
• Redact or edit sensitive information when required by policy or regulation.
• Serve as the primary point of contact for patients and authorized representatives seeking medical information.
• Respond to inquiries regarding medical records requests, processes, and timelines.
• Provide clear communication and updates to requesters about the status of their requests.
• Maintain accurate logs and documentation of all requests received and processed.
• Generate reports on request volume, turnaround times, and compliance as requested by management.
• Assist with audits and quality control reviews as needed.
• Stay current on healthcare regulations, particularly those involving medical records and patient privacy.
• Assist with administrative duties in the Health Information Management department as required.
• Participate in staff meetings, training, and ongoing education related to healthcare compliance and information management.
• Collect patient data and report cancer case data to the central cancer registry.
• Attend scheduled department meetings.
• Maintain a positive attitude and promote teamwork.
• Maintain an effective working relationship with employees, physicians, administration, and other departments.
• Maintain a professional, well-groomed appearance.
• Speak clearly with a pleasant tone of voice.
• Actively participate in hospital-wide performance improvement activities.
• Comply with safety policies and procedures, reporting safety hazards and initiating appropriate action.
• Maintain equipment in proper working order.
• Attend all mandatory infection control, bloodborne pathogen, fire safety, hazardous material, and electrical safety in-services annually.
• Remain committed to the TRMC Compliance Program, conducting all business responsibilities honestly and honestly.
• Demonstrate initiative toward being available to assist other hospital areas when the need arises.
• Perform additional duties as assigned while maintaining a positive attitude.