Release of Information Specialist - Mon–Fri 8:00 AM – 4:30 PM

About the role

The Release of Information (ROI) Specialist I within the VitalChart department is responsible for processing all assigned requests for medical records in a timely, efficient manner while ensuring accuracy and the highest quality service to healthcare clients. This position must safeguard and protect the patient’s right to privacy by ensuring that only authorized individuals have access to the patient’s medical information and that all Release of Information requests follow the request authorization, VRC, and healthcare facility policies as well as federal/state statutes, such as HIPAA. The role requires high-quality and productive performance and involves regular interaction with the ROI Area Manager and/or ROI Team Leader to address any concerns or issues.

Responsibilities

• Process assigned Release of Information requests, primarily Continuing Care and Disability Determination Services, with cross-training on other request types as needed.
• Access and process Release of Information requests and medical records according to client-specific procedures and security protocols.
• Complete requests daily, prioritizing based on turnaround timeframes and VRC procedures.
• Validate requests and signed patient authorizations for compliance with HIPAA, federal/state statutes, and established procedures.
• Classify request types correctly and log requests into ROI software.
• Retrieve and upload requested portions of the patient’s medical chart (from electronic or physical repositories).
• Perform Quality Control checks to ensure accuracy and avoid breaches of Protected Health Information (PHI).
• Check for accurate invoicing and adjust invoices as needed.
• Release requests to valid requesting entities or reject non-compliant requests.
• For physical records, return them to the proper location per VRC and healthcare client procedures.
• Document exceptions, communications, and relevant information in ROI software.
• Alert supervisors to questionable requests, suspected breaches, or delays in record release.
• Respond to requestor inquiries in an informative, respectful, and efficient manner.
• Store records and files securely and ensure office supplies are available.
• Assist with additional healthcare facilities or request types during backlogs.
• Understand that healthcare facility assignments (on-site and/or remote) are subject to change.
• Adhere to VRC and healthcare facility policies, HIPAA, state/federal regulations, and labor regulations.
• Maintain confidentiality, security, and ethical standards with all information.
• Alert supervisors to connectivity issues, equipment malfunctions, or security risks.
• Complete required training within the allotted timeframe.
• Create invoices and billing materials for clients and ensure client information is kept up to date.
• Perform all other duties as assigned.

Requirements

• High School Diploma (GED) required; degree preferred.
• Prior experience with ROI fulfillment preferred.
• Demonstrated attention to detail, prioritization, organization, and ability to meet deadlines.
• Strong documentation and communication skills.
• Basic knowledge of medical records and HIPAA preferred.
• Prior experience with EHR/EMR platforms and Windows/Microsoft Office products.
• Strong computer skills, including proficiency with Microsoft Office.
• Experience with office equipment such as printers, fax machines, scanners, and microfilm reader/printers preferred.
• Detail-oriented, self-motivated, and able to stay focused for extended periods.
• Must be able to read, write, speak, and comprehend English. Bilingual skills are desirable.