RELEASE OF INFORMATION COORDINATOR

Description

JOB SUMMARY: Coordinates and processes all requests for medical records ensuring the patients’ confidentiality. Information is processed in a timely and accurate manner according to the SDMG policies and Federal and State regulatory requirements. Performs other related duties as designated by the HIM Manager and/or HIS Supervisor.

DUTIES & RESPONSIBILITIES: 

1. Receives authorizations for releases of medical information from physicians, hospitals, patients, etc. Accurately assesses validity, and      legality of authorizations and requests for information.
2. Provides coverage for the Disability Coordinator as needed. Assists with processing      requests received from insurance companies, lawyers, NYS Disability, NYS      Compensation, etc. as needed. 
3. Processes all subpoena requests. Copies records for subpoenas. Ensures there is a valid authorization      signed by the patient accompanied with the subpoena. Works with the Administrative Assistants      to ensure proper payment is received for all subpoenas. 
4. Marks record as “legal record” in EMR and makes 2      paper copies of the legal chart for Administration (one for our files and      one for the attorney).
5. Contacts patients to receive the proper      authorizations whenever necessary. 
6. Adheres to all New York State and Federal regulatory      guidelines, including HIPAA, to process release of information      requests. 
7. Maintains level of productivity as established for      the department.
8. Maintains proper turn-around time on all release of      information requests. Federal HIPAA      rules allow 30 days to process a request; however, whenever possible try      to stay within the New York State guidelines which is 10 days to process a      request. 
9. Upon identification, immediately informs the HIM      Manager and/or HIS Supervisor of any issues.
10. Assists with the training needs of the      department. 
11. Records all requests for records in the appropriate      workqueue for tracking purposes. 
12. Monitors workqueues for all staff to ensure timely      processing of requests and communicates with HIM Manager any issues or      concerns.
13. Copies all pertinent information that is      requested. Reviews patient names      and medical record numbers to ensure that all information is for the      designated patient. 
14. Assists patients with questions pertaining to the      RHIO (Regional Health Information Organization) and/or Patient      Portal. 
15. Assists with insurance auditing reviews (example,      HEDIS and Risk Adjustment)
16. Retrieves money bag when taking in checks, run daily      reports, and follows cash out policy and procedure with the Business      Office. 
17. Maintains professional conduct and customer service      focus. 
18. Copies the authorization and sends a copy with the      copies of the medical record. 
19. Attaches all appropriate confidentiality cover      letters with the copies of the medical records that are being sent.
20. Answers phone requests regarding medical record      correspondence, etc. Logs in each      phone request within the ROI module. 
21. Works overtime when necessary.
22. Assists in other duties as designated by the HIS      Supervisor.
23. Adheres to the policies and procedures of SDMG.
24. Upholds the confidentiality policies of the Health      Information Management Department and SDMG.
25. Attends all required in-service programs and employee      informational meetings.
26. Practices time management, keeping authorized break      periods within accepted policy. Complies with established Slocum-Dickson Medical Group attendance      policy.
27. Provides proper notification for absences and      scheduled time off in accordance with Slocum-Dickson Medical Group policy.
28. Complies with Slocum-Dickson Medical Group policies      and procedures pertaining to Incident Reporting and promptly notifies HIM      Manager of all incidents.
29. Knowledgeable of individual responsibilities and      duties pertaining to Slocum-Dickson Medical Group safety/emergency      preparedness including emergency codes.
30. Demonstrates knowledge of proper body mechanics to be      used in the work setting.
31. May be exposed to hazardous drugs.
32. Will attend OSHA training upon hire and annually      thereafter.

RELATIONSHIP WITH OTHERS: Frequent contact with internal and external customers including, but not limited to, physicians, patients and employees. Must be able to work well with co-workers and maintain a professional conduct and a high level of customer service with those persons in which contact is made, either in person or over the phone.

Requirements

EDUCATION/EXPERIENCE/KNOWLEDGE: Graduate of approved school of Health Information Technology preferred. A Registered Health Information Technician (RHIT) or previous correspondence experience preferred. 

PHYSICAL REQUIREMENTS: Requires sitting, standing, bending and reaching. May require lifting up to 20 pounds. Requires manual dexterity sufficient to operate standard office equipment such as computer, scanner, fax, calculators and telephone. Requires normal hearing and vision.