Release of Information Coordinator

The Release of Information (ROI) and Deficiency Coordinator is responsible for managing the processes related to the release of patient information in compliance with legal, regulatory, and organizational standards. This role ensures the accuracy, security, and timeliness of information requests and coordinates the resolution of medical record deficiencies. The coordinator will work closely with healthcare providers, departments, and external entities to ensure all information requests are processed efficiently and that medical records are complete and compliant with regulations. This position plays a critical role in maintaining the integrity of the health record system while safeguarding patient privacy and confidentiality.

This role involves overseeing the quality assurance processes within the ROI department to prevent breaches and supervising staff. The coordinator acts as a liaison for auditing processes and is responsible for the day-to-day operations, workflow, and staffing within the department. They communicate departmental goals to staff, establish individual objectives, and manage staffing and overtime within budget. The coordinator also handles escalated situations with patients and customers and serves as the records custodian in court appearances.

Summary of Essential Functions:

• Oversees the daily operations of the department to optimize efficiency and productivity.
• Manages the central repository for United Regional’s medical records, including paper charts and electronic records.
• Collects, analyzes, and tracks documentation deficiencies and delinquencies, notifying providers and reporting issues to the appropriate managers and staff.
• Identifies, verifies, processes medical records, preparing invoices for medical records fees in compliance with federal and state regulations, and communicates compliance details to requestors.
• Reviews medical records for accuracy and completeness, identifying and correcting errors through the quality check process.
• Oversees dictation services, providing training and support to providers, troubleshooting issues, and assisting with command and profile setup.
• Supports the Compliance Officer, Administration, and Medical Staff with legal matters, including lawsuits, subpoenas, affidavits, and other hospital departments preparing disclosure for subpoenas.
• Develops and implements procedures, job descriptions, and process evaluations; trains personnel and ensures coverage during absences.

Educational/Certification Requirements:

• High school diploma or equivalent required; Associate's degree in Health Information Management, Business Administration, or related field preferred.
• Certification as a Registered Health Information Technician (RHIT) or Certified Coding Specialist (CCS) preferred.
• Completion of relevant courses or training in medical records management, HIPAA regulations, or healthcare compliance preferred.
• Prior experience in a supervisory or leadership role preferred.
• Must be able to communicate effectively in English, both verbally and in writing.

Knowledge/Skills/Abilities:

• Knowledge of hospital and regulatory standards, including The Joint Commission, and state and federal laws related to medical records content and sequencing.
• Ability to work under pressure while maintaining professionalism, tact, and confidentiality, interpreting medical records and addressing issues effectively.
• Strong organizational, leadership, and communication skills, with the ability to assist physicians and staff regarding medical records.
• Proficiency with MS Office applications, printers, scanners, fax machines, and copiers.
• Familiarity with confidentiality protocols, information security, and ethical handling of medical records.
• Exceptional customer service skills, able to manage stressful interactions and defuse challenging situations.
• Excellent verbal and written communication skills, with the ability to interact effectively with providers, clinical staff, patients, insurance companies, legal professionals, government agencies, and employers.
• Strong judgment, critical thinking, and problem-solving abilities, with attention to detail and the capacity to analyze data and draw conclusions.
• Ability to multitask, adapt to changing priorities, and meet deadlines in a fast-paced environment.
• Strong interpersonal skills and the ability to collaborate effectively within a team.

Duties and Responsibilities:

• Coordinate daily activities of the ROI department, addressing technical issues and managing workload to ensure productivity standards and departmental goals are met.
• Maintain staffing levels and manage scheduling and payroll validation.
• Oversee the scanning of records into the Electronic Health Record (EHR) system for accuracy and timeliness.
• Responsible for deficiency management of provider documentation.
• Monitor the retention and destruction of medical records to ensure compliance with retention policies.
• Respond to, analyze, and correct problems within the chart through chart correction requests and tickets placed in Epic and external IT ticket system regarding medical records corrections, chart merges, and overlays.
• Accurately review, validate, and respond to requests for the release of information in compliance with applicable laws, regulations, and organizational policies, ensuring confidentiality, security, and timely delivery of requested records.
• Handle all subpoena-related and court order matters, serving as the records custodian in court appearances as needed.
• Collaborate with providers and Epic Trainers on dictation software setup and training.
• Work with Epic Analysts and IT to troubleshoot dictation software issues.
• Supervise the ROI team, including recruitment, training, performance management, and workflow oversight. Lead staff meetings and ensure staff development.
• Conduct performance reviews for staff and provide feedback to the department manager, identifying training opportunities and recommending actions for commendations, performance reviews, and disciplinary measures.
• Identify areas for process improvement, collaborating with the manager to implement solutions that streamline operations and enhance workflow.
• Serve as the liaison for audits, ensuring audits are submitted to Compliance for approval, and work with audit companies on billing and payment.
• Collaborate closely with Compliance and Risk departments on HIM release issues and manage escalating situations involving attorneys, law enforcement, auditors, and insurance representatives.
• Efficiently allocate resources, making recommendations for staffing and future budgeting concerns. Participate in the development of the operating budget, as well as monitoring and meeting annual budget assumptions.
• Perform other related duties as required.