Medical Data Release Clerk

About the Role

Review, research, and respond to requests for the disclosure of medical records containing protected health information (PHI) according to State and Federal laws, including HIPAA and in accordance with any judicial or administrative proceedings.

Location

4685 Forest Ave., Norwood

Responsibilities

• Accurately track, via computer, all requests and authorizations for copies of medical records and subsequent communication related to requests.
• Accurately, and in a timely manner, enter data into the EPIC/HIM ROI module utilized for tracking all requests for copies of medical records.
• Maneuver through a variety of documentation systems throughout TriHealth for the purpose of obtaining information for disclosure.
• Collaborate with ROI service vendors contracted with TriHealth, working through details to reach positive solutions.
• Review dates of requested releases, assuring accuracy of certified records.
• Provide back up support and clerical assistance as needed.
• Evaluate authorizations, court orders, subpoenas, custody papers, warrants, and all criminal investigation forms for validity.
• Handle patient complaints and refer to manager as appropriate.
• Operate within a customer service atmosphere, receiving multiple phone calls and walk-in customers from a diverse population.
• Fulfill immediate turn-around requests and answer other questions as presented.
• Administer MyChart access to customers when requested.
• Respond to requests for PHI from patients, third-party payers, attorneys, other caregivers, hospital departments, CMS, and law enforcement.
• Work with the requestor to facilitate the processing of requests in a suitable timeframe according to established regulatory and TriHealth standards.
• Monitor deadlines to avoid penalties.
• Provide timely feedback to requestors regarding the status of all requests (valid and non-valid).
• Create auditor keys for on-site reviews.
• Maintain effective relationships with caregivers and team members to facilitate proper record release for patient care.
• Prioritize multiple tasks properly to meet deadlines.
• Work effectively both independently and in a team environment.
• Differentiate between the types and content of patient health records (such as paper-based, electronic health records, personal health records, etc.).

Requirements

• High School Degree or GED
• Excellent verbal, written, and/or interpersonal communication skills
• Proficiency in basic computer applications (Microsoft Office, email, and internet)

Working Conditions

• Climbing - Occasionally
• Concentrating - Consistently
• Continuous Learning - Consistently
• Hearing: Conversation - Consistently
• Hearing: Other Sounds - Consistently
• Interpersonal Communication - Consistently
• Kneeling - Occasionally
• Lifting <10 Lbs - Occasionally
• Lifting 50+ Lbs. - Rarely
• Lifting <50 Lbs. - Occasionally
• Pulling - Rarely
• Pushing - Occasionally
• Reaching - Frequently
• Reading - Consistently
• Sitting - Consistently
• Standing - Rarely
• Stooping - Occasionally
• Talking - Consistently
• Thinking/Reasoning - Consistently
• Use of Hands - Consistently
• Color Vision - Occasionally
• Visual Acuity: Far - Frequently
• Visual Acuity: Near - Consistently
• Walking - Frequently

Benefits

TriHealth offers a comprehensive benefits package that may include medical, dental, vision, paid time off, retirement savings plans, and tuition reimbursement. Competitive shift differentials are available where applicable, along with opportunities for professional growth. For more details, visit TriHealth Benefits.

Please note: OPTIONAL positions are not eligible for TriHealth benefits.

TriHealth SERVE Standards and ALWAYS Behaviors

• Serve: ALWAYS…
  • Welcome everyone by making eye contact, greeting with a smile, and saying "hello."
  • Acknowledge when patients/guests are lost and escort them to their destination or find someone who can assist.
  • Refrain from using cell phones for personal reasons in public spaces or patient care areas.
• Excel: ALWAYS…
  • Recognize and take personal responsibility to address and recover from service breakdowns when a customer's expectations have not been met.
  • Offer patients and guests priority when waiting (lines, elevators).
  • Work on improving quality, safety, and service.
• Respect: ALWAYS…
  • Respect cultural and spiritual differences and honor individual preferences.
  • Respect everyone’s opinion and contribution, regardless of title/role.
  • Speak positively about team members and other departments in front of patients and guests.
• Value: ALWAYS…
  • Value the time of others by striving to be on time, prepared, and actively participating.
  • Pick up trash, ensuring the physical environment is clean and safe.
  • Be a good steward of resources, using supplies and equipment efficiently and effectively, and look for ways to avoid waste.
• Engage: ALWAYS…
  • Acknowledge wins and frequently thank team members and others for contributions.
  • Show courtesy and compassion with customers, team members, and the community.