Release of Information (ROI) Specialist I

Job Summary

Under general supervision of the Health Information Management (HIM) Manager, incumbent is responsible for carrying out a wide variety of health information functions for Tanana Chiefs Conference (TCC) Health Services. Provides quality services to all customers who require assistance from the Health Information Management program through various sources of communication.

Essential Functions

• Timely and accurately process ROI requests.
• Prioritize requests based on clinical services need and/or in the order received.
• Review all ROI authorizations and process according to applicable Health Insurance Portability and Accountability Act (HIPAA) and 42 CFR Part 2 requirements, inspect and deny requests appropriately when received with insufficient information or authorization.
• Communicate effectively using proper telephone and customer service etiquette at all times.
• Daily review and prioritize requests, scan and/or import to ensure timely documentation in the electronic health record (EHR).
• Maintain accounting of disclosures in individual patient records according to HIPAA regulations in the EHR, as well as maintaining department processing logs.
• Request, obtain, and upload copies of records from outside facilities following TCC policy and procedures when requested by clinical staff for continuity of care.
• Contact other hospitals, clinics, or departments for additional health information required to fulfill internal and external requests.
• Process records in EHR worklist buckets to include individual and HIM inboxes and deletion requests.
• Verify all copies of medical records when releasing PHI to ensure appropriate records are released according to authorization and/or request.
• Provide training and assist other TCC staff members with documentation requests, records scanning, and document imaging processes within the various EHR programs.
• Manage the inactive records and deceased records process.
• Make twice daily rounds picking up HIMS mail from CAIHC mail room and dropping off interoffice mail envelope, and picking up paperwork from Pharmacy, Radiology, Urgent Care, Specialty teams room and other team rooms.
• Works on projects as assigned or required and have the ability to work on various computer systems and applications.
• During the absence of other staff members, may be required to assist with those duties.
• Other job-related duties as assigned.

Minimum Qualifications

• A high school diploma or GED required.
• Minimum of two (2) years work experience in the Health Information Management field; OR an equivalent combination of relevant education and experience.
• Pass background check pursuant to the State of Alaska background check and federal Indian Child Protection and Family Violence Prevention Act (ICPA) requirements.

Preferred Qualifications

• An associates degree in Health Information Management or Health Information Technology or equivalent degree with health field experience preferred.

Knowledge, Skills And Abilities

• Possess knowledge and the ability to interpret Medical Power of Attorneys, Advanced Directives, Comfort Care and POLST documents.
• Possess and demonstrate general knowledge of HIPAA regulations, ROI standards, Privacy Act of 1974, Federal/State/IHS regulations and 42 CFR Part 2 relating to patient information.
• Demonstrated proficiency in the following: word processing (Microsoft Word), spreadsheet (Microsoft Excel), database (Microsoft Access), e-mail, and internet research required.
• Knowledge of other various software and data management systems.
• Knowledge of and demonstrate proficiency in understanding, using, and extracting information from complex EHR systems, including but not limited to: RPMS, ATHENA, AFCHAN, CERNER and REACH.
• Well-organized individual capable of performing a variety of professional-level administrative duties with a high level of attention to detail.
• Ability to work effectively in a team setting with individuals from a variety of backgrounds at different levels in the organization to achieve goals and objectives.
• Must be able to handle multiple interruptions in a polite and professional manner while maintaining attention to detail.
• History of strong work ethic with highly reliable attendance and punctuality.
• Excellent interpersonal, customer service skills and enthusiasm for working with the public with a friendly, customer-focused approach.
• Ability to handle sensitive and confidential documents and/or information with the utmost discretion.
• Ability to independently prioritize and accomplish tasks but also work in a team-oriented environment with a focus on cross-training.
• Ability to work independently, take initiative, exercise sound judgment, and follow directions with minimal supervision.
• Ability to read and comprehend statutes, regulations, and procedures, apply them to specific situations, and explain procedures and requirements to the public and others.
• Must be proactive in communicating progress and issues, and demonstrate the ability to prioritize workload.
• Ability to follow oral and written instructions, learn and retain information, ask questions and elicit required information, and speak and write clearly and effectively.

Physical Demands

• Work is in an office setting.
• Manual dexterity required for data entry and computer usage.
• Incumbent must be able to lift at least thirty pounds, when carrying charts.
• Standing for extended periods of time required.
• Some walking is required, including transporting paperwork and navigating between departments.
• May be required to wear a mask when handling records from archives to ensure safety and compliance with health protocols.
• Incumbent must be able to work in a busy, and sometimes stressful environment.