HIM Release of Info Spec, Sr Ambulatory Imaging

Position Summary:

The Senior Release of Information Specialist serves in an informal leadership role that provides oversight of various Release of Information functions as assigned.

Responsibilities:

• Retrieves, opens, and sorts mail, e-mail, and faxes in a timely fashion for processing and accounting of release of information requests received.

• Responds immediately to calls received in the customer service center / call center utilizing exceptional customer service etiquette as required by established department processes, providing accurate and appropriate information to customers.

• Identify record request types/classes for appropriate routing to correct work queue for processing.

• Understands the rules and requirements surrounding all contents of the medical record to include document/record types and admission types to ensure compliance with identifying and releasing the proper, minimum necessary records requested.

• Demonstrates exceptional customer service and knowledge of Release of Information functions at walk-in offices to promptly assist walk-in customers and expedite releases for on-site requests same day.

• Meets or exceeds all metrics required based on the role or function to ensure optimal performance and quality expectations for customers requesting records.

• Logs, tracks, and verifies requests meet requirements for processing to ensure compliance with Orlando Health policies, federal and state law to ensure patient privacy and security are protected.

• Regularly monitors all ROI related work queues as assigned and prioritizes releases based on established department processes

• Retrieves patient information from archives, paper file systems, legacy applications, or any other system/application that contains the legal medical record or records otherwise being requested and assembles in a standardized fashion. Returns the records to their originating location if in paper format.

• Reviews all chart notes, flags, alerts, etc., prior to processing a release to ensure compliance with patient privacy standards / requirements for safeguarding sensitive information not authorized to be released by patient.

• Generates and follows up on all correspondence sent to requestors to ensure receipt and completion of request in a timely fashion.

• Ensures proper invoicing of releases by understanding required fee structures and follows-up with requestor to ensure proper and full payment is received and processed when applicable.

• Follows up on all requests placed on internal hold on a routine basis to ensure proper turnaround time and customer satisfaction is met.

• Processes the release of records during fulfillment, securely sending only the minimum necessary information requested in the format and delivery method required by the requestor.

• Maintains thorough knowledge of Florida state statutes, federal rules/laws (HIPAA, HITECH, etc), and all other rules or guidelines relating to releasing protected records and uses appropriate judgement in releasing records.

• Maintains proficiency of all computerized applications that store records to ensure access to and retrieval of records is not negatively impacted.

• Assists with the training of new hires and established team members in the Release of Information Specialist positions.

• Possesses working knowledge of the full of Release of Information workflow within the various systems and resources identifying and resolving issues when there are breakdowns in the processes.

• Performs quality assurance on Release of Information Specialist team members and reports findings to management.

• Works with HIM leadership and the ROI team, serving as a knowledge resource, to identify and implement best practices or updates to department processes and policies in order to promote exceptional customer service, productivity, and overall effectiveness of the team.

• Provides oversight and direction to the team when necessary, in the absence of and/or supplemental to formal HIM leadership.

• Generates reports, reviews findings or identifies trending, and shares results and action plans with the department team members and leaders as requested.

• Maintains reasonably regular, punctual attendance consistent with Orlando Health policies, the ADA, FMLA and other federal, state and local standards.

• Maintains compliance with all Orlando Health policies and procedures.

Qualifications:

Education/Training

• High school diploma or equivalent education.

• Medical Terminology coursework completion required.

• Anatomy and Physiology coursework completion required.

• Requires intermediate proficiency in Microsoft Windows Operating System and Microsoft Office products (i.e. Word, Excel, PowerPoint, and Outlook).

• Requires minimum typing speed of 35 words per minute.

Experience

• Three (3) years of direct experience in a Health Information Management, Health Services Administration, Healthcare Informatics, Customer Service, or closely related role working with medical records or clinical data in an electronic medical record required.

• Completion of an approved Health Information Management, Health Information Technology, or Healthcare Informatics program may substitute for one (1) year of direct working experience.

• Experience directly in Release of Information required.

• Experience training and mentoring team members required.

Permanent