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

About the role

The Release of Information (ROI) Specialist I processes assigned requests for medical records in a timely, efficient manner while ensuring accuracy and the highest quality service to healthcare clients. This role safeguards patient privacy by ensuring only authorized individuals access medical information and that all requests comply with VRC policies, healthcare facility policies, and federal/state statutes, including HIPAA. The position requires high-quality performance and productivity, regular interaction with the ROI Area Manager and/or ROI Team Leader, and a professional demeanor to project a positive image of VRC.

Responsibilities

• Process assigned Release of Information requests, primarily Continuing Care and Disability Determination Services, with cross-training on other request types as directed.
• Access and process medical records for healthcare clients according to specific procedures and security protocols.
• Complete requests daily, prioritizing based on turnaround timeframes and service agreements.
• Validate requests and signed patient authorizations for compliance with HIPAA, federal/state statutes, and established procedures.
• Classify request types, log requests into ROI software, and retrieve/upload requested portions of medical records (electronic or physical).
• Perform Quality Control checks to ensure accuracy and prevent breaches of Protected Health Information (PHI).
• Check and adjust invoices for accuracy before releasing requests to valid entities.
• Reject non-compliant or invalid requests.
• Return physical records to proper locations per VRC and healthcare client procedures.
• Document exceptions, communications, and relevant information in ROI software.
• Alert supervisor 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 or remote) may 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 supervisor to connectivity issues, equipment malfunctions, or security risks.
• Complete required training within allotted timeframes.
• Create invoices and billing materials for clients.
• 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, prioritization, organization, and ability to meet deadlines.
• Strong documentation and communication skills.
• Basic knowledge of medical records and HIPAA preferred.
• Experience with EHR/EMR platforms and Windows/Microsoft Office products preferred.
• Strong computer skills and proficiency in Microsoft Office.
• Experience with office equipment such as printers, computers, fax machines, scanners, and microfilm reader/printers preferred.
• Detail-oriented, self-motivated, and able to focus on tasks for extended periods.
• Ability to read, write, speak, and comprehend English. Bilingual skills are desirable.