POSITION SUMMARY:    Primarily responsible for the Release of Information for MHSI. Processing includes both locations (MLK and Coggs) and all incoming requests for copies of PHI. Processes and delivers PHI to requestors according to the Federal Health Insurance Portability and Accountability Act (HIPAA), Federal Privacy Act, and Wisconsin Release of Information laws. Schedules chart audit reviews virtually and in person.
POSITION-SPECIFIC COMPETENCIES/ESSENTIAL FUNCTIONS/DUTIES & RESPONSIBILITIES:

• Excellent customer service:  Greets all patients and team members with a positive attitude and demeanor. Addresses patient needs to ensure they have a superior experience. Displays empathy, actively listens and communicates clearly and effectively.  Demonstrate excellent customer service skills through direct patient contact, over the phone, and meeting the organization's internal needs.  Communicate effectively within the organization and express ideas and information clearly and concisely in verbal and written form.  Actively contribute to the morale and teamwork of the staff and facility and always present a positive attitude and patient-minded vision, with patient satisfaction as the continuing goal.
•  Receive and complete requests in a timely and efficient manner:  Sorting, scanning, and indexing MHSI-approved documents while maintaining accuracy and consistency.  Process medical record requests accurately, releasing only requested information. Preventing medical records breaches and/or reporting a medical records breach to the manager immediately.  Handle all requests and inquiries for patient information, dispersing the information with accountability to all regulatory entities and according to the facility’s policies and procedures.
• Scanning: All physician mail must be scanned into the appropriate patient chart and sent to the appropriate provider’s review list through the electronic health record system to obtain the provider’s signature.
• Call management:  Displays a natural ability for customer service, good listening skills, effective communication skills, and an enthusiastic attitude. Displays excellent critical thinking and problem-solving skills. Answer department telephones and route calls as necessary.  Maintain a presence in a department phone queue.
• External ROI Services:  Upload appropriate requests to the external ROI software platform.  Compile and electronically submit requests and records to the external ROI software platform.  Review weekly for notes and billing questions. 
   
• Knowledge:  Knowledge of statutes and appropriate handling of records pertaining to Mental Health and HIV.  Knowledge of HIPAA guidelines and the HIPAA Privacy Rule and the prevention of Protected Health Information (PHI).  Demonstrate a complete understanding of the release of information process; including guidelines in training, regulatory procedures, and facility policy and procedures as they relate to patient care information and billing information.  Always maintain the confidentially of all patient information, both while on and off duty.  Attend training sessions, as required.
   
• Maintain medical records by checking and verifying that information is complete and has been reviewed by the physician of record and signed off.
   
• Perform other related duties, as assigned, to ensure effective operation of the department and the organization.

POSITION REQUIREMENTS:

Education: Associate's degree in health information management technology preferred, or equivalent combination of education and/or experience. Medical Terminology course preferred

Experience: Two plus years of medical records experience. Analytical ability to gather and interpret data to identify discrepancies, problems, or issues, to determine compliance with regulations, policies, and procedures and to apply sound judgment. Have experience and/or training in computerized health care systems.

Expertise: Proficient in typing and data entry on the computer. Ability to prepare reports. Communication and interpersonal skills for contact with internal and external customers to obtain and interpret a variety of information based on knowledge of departmental practices. Basic knowledge of all office equipment.

Language: Comprehend and use basic language either written or spoken to communicate information and ideals.

Hours of Work:   M-F Various
Travel:   Ability to travel between both locations as workload dictates