Release of Information (ROI) Technician

Position Summary

The Release of Information (ROI) Technician is responsible for processing requests for patient health information in accordance with federal and state privacy requirements and hospital policies. This position ensures medical records are released accurately, securely, timely, and only with appropriate authorization.

The ROI Technician serves as an important point of contact for patients, healthcare providers, attorneys, insurance companies, government agencies, and other authorized requestors while maintaining the confidentiality and integrity of protected health information (PHI).

Essential Duties and Responsibilities

• Receive, review, validate, and process requests for medical records and protected health information.
• Verify that patient authorizations are complete and appropriate before releasing records.
• Confirm patient identity and requestor authority as appropriate.
• Locate and retrieve medical records from the electronic health record and other approved record systems.
• Review records prior to release to ensure the information provided corresponds with the authorized request.
• Process requests from patients, providers, insurance companies, attorneys, government agencies, auditors, and other authorized entities.
• Maintain accurate documentation and tracking of ROI requests, disclosures, and completion status.
• Follow applicable requirements concerning subpoenas, court orders, legal requests, and other requests for patient information, escalating questions to HIM leadership or the Privacy/Compliance Officer when appropriate.
• Protect confidential information and PHI from unauthorized access, use, or disclosure.
• Assist patients and authorized representatives with questions concerning medical-record requests and authorization requirements.
• Respond professionally to telephone, electronic, mail, fax, and in-person record requests.
• Identify incomplete or invalid authorizations and obtain required information before processing.
• Apply applicable fees for copies of medical records in accordance with organizational policy and governing requirements.
• Maintain productivity, quality, accuracy, and turnaround expectations established by the HIM Department.
• Assist with scanning, indexing, document management, chart completion, or other HIM functions as assigned.
• Report potential privacy incidents, unauthorized disclosures, or other compliance concerns promptly.
• Participate in departmental training, quality-improvement activities, audits, and other HIM initiatives.
• Perform other duties as assigned.

Education

• High school diploma or GED required.
• Associate degree or coursework in Health Information Management, Health Information Technology, medical office administration, or a related healthcare field preferred.

Experience

• Previous experience in Health Information Management, medical records, release of information, patient access, or another healthcare setting preferred.
• Experience working with electronic health record systems preferred.

Certifications

RHIT, RHIA, or other relevant AHIMA credential preferred but not required.

Knowledge, Skills, and Abilities

• Working knowledge of patient privacy, confidentiality, and medical-record practices.
• Understanding of HIPAA privacy and security requirements relevant to health information.
• Ability to handle sensitive and confidential information with discretion.
• Strong attention to detail and accuracy.
• Ability to review authorizations and identify missing or inconsistent information.
• Basic understanding of medical terminology.
• Strong organizational and time-management skills.
• Effective verbal and written communication skills.
• Strong customer-service skills when interacting with patients and external requestors.
• Ability to prioritize multiple requests and meet established deadlines.
• Ability to operate computers, scanners, fax systems, electronic health record systems, and standard office equipment.

Compliance and Confidentiality

• The ROI Technician must maintain strict confidentiality of patient, employee, and organizational information. The position is expected to comply with applicable federal and state requirements governing health information, including HIPAA, as well as hospital privacy, security, records-management, and compliance policies.
• The employee must immediately report suspected inappropriate access, disclosure, loss, or misuse of protected health information through established hospital procedures.

Physical Requirements

• Ability to perform prolonged computer and desk work.
• Ability to communicate effectively by telephone and in person.
• Ability to perform repetitive keyboarding, scanning, filing, and document-handling tasks.
• Ability to occasionally lift and transport medical-record files, boxes, or office materials consistent with departmental requirements.
• Reasonable accommodations may be provided in accordance with applicable law.

Working Conditions

Work is primarily performed in an administrative healthcare environment. The employee regularly works with confidential and sensitive patient information and may interact with patients, healthcare professionals, attorneys, governmental entities, insurance representatives, and other external parties.