Release of Information Specialist - Mon–Fri 8:00 AM – 5:00 PM

About the role

The Release of Information (ROI) Specialist I within the VitalChart department of VRC Companies, LLC (“VRC”) processes assigned requests for medical records in a timely, efficient manner while ensuring accuracy and the highest quality service to healthcare clients. This position safeguards and protects 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 comply with 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.

Responsibilities

• Process assigned Release of Information request types, primarily Continuing Care and Disability Determination Services, with cross-training on other request types as determined by the supervisor.
• Access Release of Information requests and medical records for healthcare client(s) according to specific procedures and security protocols for each client.
• Complete Release of Information requests daily, prioritizing based on turnaround timeframes and procedures of VRC and service agreements.
• 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 and reject non-compliant or invalid requests.
• For records pulled from physical repositories, return records to the proper location per VRC and healthcare client procedures.
• Document in ROI software all exceptions, communications, and other relevant information related to a request.
• Alert supervisor to questionable or unusual requests, suspected breaches, or issues delaying timely release of records.
• Answer requestor inquiries in an informative, respectful, and efficient manner.
• Store all records and files securely before leaving the work area.
• Ensure adequate office supplies are available to carry out tasks promptly.
• Assist with additional healthcare facilities or request types during backlogs.
• Understand that healthcare facility assignments (on-site and/or remote) are subject to change.
• Carry out responsibilities in accordance with VRC and healthcare facility policies, HIPAA, state/federal regulations, and labor regulations.
• Maintain confidentiality, security, and ethical standards with all information.
• Alert supervisor to connectivity problems, equipment malfunctions, or security risks in the work environment.
• Adhere to all VRC policies and procedures and complete required training within the allotted timeframe.
• Create invoices and billing materials for clients and ensure client information details are 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 and ability to prioritize, organize, and meet deadlines.
• Strong documentation and communication skills.
• Demonstrated ability to maintain productivity and quality performance.
• Basic knowledge of medical records and HIPAA preferred.
• Prior experience with EHR/EMR platforms preferred.
• Experience with Windows environment and Microsoft Office products.
• Strong computer skills and proficiency in Microsoft Office.
• Prior experience with office equipment such as printers, computers, fax machines, scanners, and microfilm reader/printers preferred.
• Detailed-oriented, self-motivated, and able to stay focused on tasks for extended periods.
• Ability to read, write, speak, and comprehend English. Bilingual skills are desirable.

Pay

$15.00 hourly.

As part of the hiring process, VRC may use artificial intelligence (AI) to organize, summarize, and analyze candidate information, including resumes and application responses. AI tools assist in identifying relevant skills and experience to support informed hiring decisions made by the hiring team.