Medical Release Coordinator

This position will be a Hybrid Role - it will be able to work from home, but will be required to be in the facility for training and meetings. 

Position Summary:

The Medical Release Coordinator is responsible for processing and managing requests for the release of medical records in compliance with federal and state regulations, including HIPAA. This position ensures timely, secure, and accurate delivery of medical information to authorized requestors. The role is hybrid, allowing for both remote and on-site work, and requires strong attention to detail, discretion, and a thorough understanding of healthcare privacy laws.

Essential Job Functions:

1. Review, validate, and process all requests for release of medical records, ensuring appropriate authorization and identity verification.
2. Retrieve electronic and paper records from the hospital’s health information systems and prepare them for release.
3. Redact sensitive information as necessary, ensuring compliance with privacy laws and organizational policies.
4. Track and log all release activity, maintaining accurate documentation of requests and processing timelines.
5. Respond to inquiries related to medical record requests in a professional and timely manner.
6. Coordinate with clinical departments as needed to gather complete documentation, especially for legal, FMLA, or third-party insurance requests.
7. Ensure that all records are released according to federal (HIPAA), state, and facility-specific guidelines.
8. Maintain strict confidentiality of all patient records and information.
9. Stay informed on changes to laws and regulations regarding release of information and patient privacy.
10. Recommend and implement improvements to the release of information process as needed.

Qualifications:

High school diploma or equivalent required.

Associate degree in Health Information Management or related field preferred.

RHIT, RHIA, or similar certification preferred.

Minimum of 1–3 years’ experience in a medical records or health information management setting.

Knowledge of HIPAA and other privacy-related regulations.

Proficiency in electronic health record (EHR) systems and Microsoft Office applications.

Excellent organizational, communication, and customer service skills.

Ability to maintain confidentiality and professionalism in all interactions.

Education and/or Experience:

BLS, within 6 months of hire

Skills and Abilities:

Strong analytical and critical thinking skills.

Ability to prioritize tasks and manage multiple requests simultaneously.

High attention to detail and accuracy.

Strong interpersonal skills with the ability to work independently and collaboratively.

Supervisory Responsibilities:

None

Physical Requirements:

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional standing, walking, bending, or reaching during filing or meetings.
• May occasionally lift or move office supplies or files up to 25 pounds.
• Requires visual acuity to read printed and electronic documents.
• Manual dexterity for typing, phone use, and operating standard office equipment.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Working Conditions:

• Primarily works in an office setting.
• The noise level in the work environment is usually low to moderate.
• May occasionally visit other areas within the facility or external locations for meetings or other work-related activities.

Core Values:

This role supports and exemplifies Harlan County Health System’s core values:

• People: Foster teamwork and respect throughout the organization.
• Service Excellence: Deliver high standards of service and exceed patient expectations.
• Responsibility: Demonstrate accountability for tasks and alignment with organizational goals.
• Quality: Ensure the highest level of patient care and operational service.
• Communication: Promote open and effective communication within the team and across departments.
• Innovation: Encourage and support new ideas and process improvements within the department.
• Safety: Maintain a safe environment for patients, staff, and visitors.

Security/Access:

• Will have access to facility 24 hours a day
• Will have access to confidential information abiding by the organization’s privacy policies and regulations concerning this information
• All Harlan County Health System users will be given access to the organization’s network to the level required to perform their specific duties. Some users will require access to job specific systems, the authorization of these systems will be granted by HR, the department director or IT.

Patient Age Groups Served:

• All

Other Duties:

The above statements reflect the general details considered necessary to describe the essential functions of the job as identified and shall not be considered as a detailed description of all work requirements that may be inherent in the position. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice. Perform other duties as assigned or requested.

Equal Employment Opportunity:

Harlan County Health System (HCHS) is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace that values the contributions of all employees and applicants. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other protected characteristic as established by law.

We are dedicated to providing equal opportunity in all employment practices, including recruitment, hiring, promotion, training, compensation, benefits, and all other terms and conditions of employment. HCHS believes that diversity in our workforce enhances our ability to provide quality healthcare and supports our mission of serving the community.

If you need assistance or an accommodation due to a disability, please contact our Human Resources department to discuss your needs.

Employee Acknowledgment:

I have read and understand the job description for the position listed above. I acknowledge that I can perform the essential duties and responsibilities as outlined, with or without reasonable accommodation. I understand that this job description is intended to describe the general nature and level of work expected in this position and is not intended to be an exhaustive list of all responsibilities, duties, or skills required.

I also understand that this job description does not constitute a contract of employment, and that Harlan County Health System reserves the right to revise the duties or assign additional responsibilities to this position as needed.

BLS