Coordinator-HIM Patient Data Retrieval

The Coordinator HIM Data Retrieval serves as subject matter expert responsible for oversight of all 

functions related to timely and accurate processing of requests for patient health information (including 

attorney requests, subpoenas, continuing care, patients/patient representatives, etc.).Coordinates activities 

performed by vendor partners; including reviewing and validating vendor service agreements to ensure 

compliance; including HIPAA, Joint Commission, legal, Federal and State regulatory standards related to 

releasing patient information. Serves as a daily resource to Baptist’s internal and external counsel, Risk 

Management and Privacy and Security as it relates. Monitors BOC facility ROI work queues to ensure 

processing timeliness. Monitors Patient Financial Services (PFS) HIM Requests for Medical Records Epic 

work queues to ensure timeliness and avoid revenue loss. Reviews and lends input with policies and 

procedures for related activities requiring knowledge of Federal and State regulations. Serves as an Epic 

process training resource for the entire organization and validates completion of workflow training to BOC 

for granting user access. 

 

Job Responsibilities

 Serves as subject matter expert responsible for oversight of all functions related to timely and accurate 

processing of requests for patient health information (including attorney requests, subpoenas, continuing care, 

patients/patient representatives, etc.) 

 Oversees activities performed by ROI vendor partners; including vendor staff quality audits, reviewing and 

validating vendor service agreements to ensure compliance; reviews facility monthly invoices to ensure 

accuracy; also HIPAA, Joint Commission, legal, Federal and State regulatory standards related to releasing 

patient information 

 Serves as a daily resource to Baptist’s internal and external counsel, Risk Management and Privacy and 

Security in all matters medical record related; places system Release Restriction flags as appropriate 

 Serves as a resource to others including Denial Mitigation, Revenue Integrity, Patient Financial Services, 

Revenue Cycle Correspondence Team, etc. to avoid payer recoupments and revenue loss. 

 Monitors and reports on BOC facility ROI work queues to ensure processing timeliness, and coordinates with 

facilities as needed 

 Monitors and reports on other BOC ROI work queues to ensure processing timeliness, such as ROI Open 

Claims Attachments and coordinates as needed 

 Monitors corporate Outlook ROI inbox to prioritize and process incoming requests 

 Monitors and reports on ROI applications or platforms such as Sharing Hub and Chart Gateway to 

review/validate authorization and complete requests, or other ROI needs; coordinates with other departments 

as needed 

 Monitors and reports on Patient Financial Services (PFS) HIM Requests for Medical Records Epic work 

queues to ensure timeliness and avoid revenue loss 

 Generates, reviews, formats and distributes other ROI reports such as Weekly ROI Productivity, payer ROI 

frequency or others as requested 

 Responsible for reviewing and developing policies and procedures surrounding ROI activities requiring 

knowledge of Federal and State regulations 

 Serves as the EPIC BOC ROI Credentialed Trainer, training resource for the entire organization and validates 

completion of ROI workflow training to BOC for granting user access; coordinates termination of access as 

applicable 

 Responsible for maintaining Epic ROI requestor directory (additions, deletions, etc.) 

 Serves as lead resource to assess and recommend process change, workflow opportunities, and technology 

improvements to leadership and other departments 

 Other special projects and duties as assigned 

Experience

Description 

Minimum Required 

 

One year of experience working directly 

with related processes, or; three (3) years 

of experience working with medical record 

documentation and regulatory 

requirements in an acute healthcare 

setting. 

 

Preferred/Desired

Three to five years’ 

experience working with 

related processes supporting 

interdepartmental teams in 

an acute healthcare setting. 

Education

Description Minimum Required Preferred/Desired

Completed education from an 

accredited program with 

Associates Degree and Registered 

Health Information Technician 

(RHIT) certification through the 

American Health Information 

Management Association 

(AHIMA). 


Training

Description Minimum Required Preferred/Desired

Certifications as applicable to 

specialized area of expertise.

Special Skills

Description Minimum Required Preferred/Desired

Proficiency in communicating and 

performing assignments to avoid 

backlogs and provide expected 

level of service to multiple 

departments. Organization and 

communication skills. Keyboard 

dexterity and ability to focus while 

seated for extended periods of 

time. 

Licensure

Description Minimum Required Preferred/Desired 


Bachelor's degree with 

Registered Health Information 

Administrator (RHIA) 

certification through AHIMA.

Project management 

background along with 

preferred education above.

Strong organizational and 

communication (verbal/written) 

skills; ability to successfully 

prioritize and multi-task among 

competing needs; ability to work 

independently and deliver on 

expectations; subject matter 

expertise.

Registered Health Information 

Technician (RHIT) certification 

through the American Health 

Information Management 

Association (AHIMA)

Bachelor's degree with 

Registered Health Information 

Administrator (RHIA) 

certification through AHIMA