HIM CLERK

Description:  

Release of Information (ROI) is within the Health Information Management Department and is responsible for processing all assigned requests for medical records in a timely, efficient manner while ensuring accuracy and the highest quality service to healthcare clients. This position must, always, safeguard and protect the patient’s right to privacy by ensuring that only authorized individuals have access to the patient’s medical information and that all Release of Information requests follow the request authorization, and healthcare facility policies as well as federal/state statutes, such as HIPAA.

 Duties and Responsibilities

• Access and process Release of Information (ROI) requests and medical records in strict adherence to client-specific procedures, security protocols, and regulatory requirements.
• Respond to phone inquiries, greet patients, and assist with the completion of medical record requests in a professional manner.
• Scan and transmit requests to the remote team for processing, ensuring timely and accurate submission.
• Prioritize and process daily ROI requests according to established turnaround times and procedures.
• Validate requests and signed patient authorizations, ensuring compliance with HIPAA and relevant federal and state regulations.
• Accurately classify request types and log requests into ROI software and disclosure logs.
• Retrieve and upload requested portions of patient medical records from both electronic and physical repositories.
• Perform quality control checks to ensure the accuracy of released information and to prevent breaches of Protected Health Information (PHI).
• Verify and adjust invoices as necessary to ensure accuracy in billing.
• Release medical records to valid requesting entities, ensuring compliance with established protocols, and reject non-compliant or invalid requests.
• For records retrieved from physical repositories, return them to their proper locations in accordance with client procedures.
• Maintain comprehensive documentation of exceptions, communications, and other pertinent information related to each ROI request within the ROI software system.
• Promptly alert the supervisor to any questionable requests, potential breaches, or delays in processing to ensure timely resolution.
• Provide clear, informative, and respectful responses to requestor inquiries regarding their requests.
• Ensure the secure storage and protection of all records and files before leaving the work area.
• Maintain adequate office supplies necessary for the efficient completion of tasks.
• Remain available to assist with additional healthcare facilities or request types during backlogs or high-demand periods.
• Adapt to changing healthcare facility assignments as required.
• Adhere to all policies and procedures, as well as HIPAA, state/federal regulations, and labor laws.
• Handle confidential and privileged information with care, ensuring the efficient and accurate release of medical records.
• Immediately report any software malfunctions, equipment issues, or security risks to the supervisor to maintain a secure work environment.
• Complete required training within the specified timeframes to ensure up-to-date knowledge and compliance.
• Perform other duties as assigned to support departmental operations and objectives.

Qualifications:

The ideal candidate will possess and demonstrate the following qualifications: 

• High School Diploma (or GED) required; a degree is preferred.
• Prior experience in Release of Information (ROI) processing is preferred.
• Strong attention to detail and accuracy.
• Proven ability to prioritize tasks, stay organized, and meet deadlines in a fast-paced environment.
• Effective documentation and communication skills.
• Ability to maintain productivity while ensuring high-quality performance.
• Basic understanding of medical records management and the Health Insurance Portability and Accountability Act (HIPAA) is preferred.
• Experience with Electronic Health Record (EHR) or Electronic Medical Record (EMR) platforms is advantageous.
• Proficiency in the Windows operating system and Microsoft Office applications (Word, Excel, Outlook, etc.).
• Strong interpersonal skills and the ability to collaborate effectively with team members, clients, and requestors.
• Demonstrated proficiency in operating office equipment such as printers, computers, fax machines, scanners, and microfilm reader/printers (preferred).
• Self-motivated, detail-oriented, and able to maintain focus on tasks for extended periods.
• Proficiency in reading, writing, speaking, and comprehending English is required; bilingual skills are desirable.