Release of Information Specialist

At Houston Methodist, the Release of Information (ROI) Specialist position is responsible for responding to internal and external requests for patient health information, including receipt, data entry, accounting of payments for record copies, completion of affidavits and appropriate release of information. This position ensures state and federal laws related to privacy of patient health information are strictly adhered to when complying with subpoenas, depositions, affidavits and power of attorney directives. This position also ensures requests are addressed utilizing excellent customer service skills in a timely manner.

FLSA STATUS

Non-exempt

QUALIFICATIONS

EDUCATION

• Associate’s degree in health information management or related field required or additional two years of experience (in addition to the minimum experience requirements listed below) required in lieu of degree

EXPERIENCE

• One year of experience working in health information management or related industry/ department
• Experience in release of information preferred

SKILLS AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security
• Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles
• Good communication and customer services skills are essential
• Good organizational skills; ability to prioritize and reprioritize
• PC knowledge and ability to navigate in a Windows environment
• Knowledge of state and federal laws related to the release of medical information
• Ability to work independently as well as function as team player

ESSENTIAL FUNCTIONS

PEOPLE ESSENTIAL FUNCTIONS

• Promotes a positive work environment and contributes to a dynamic team focused work unit that actively helps one another to achieve optimal departmental and organizational results.
• Serves as a resource to customers regarding release of patient identifiable health information laws, rules, regulations and policies.
• Assists all internal and external customers in initiating and fulfilling their request for patient health care information. Serves as a Texas Notary Public for the Release of Information section and external customers as needed.

SERVICE ESSENTIAL FUNCTIONS

• Returns calls to requestors and performs follow-up on requests in a timely manner as per department guidelines/expectations.
• Logs requests, request status and information released into the electronic Release of Information system and as necessary, any other secondary systems.
• Applies patience and diplomacy to sensitive circumstances; diffuses difficult customer service situations appropriately.
• Monitors the ROI queue and completes work assignments. Retrieves the correct and complete patient record from the electronic medical record (EMR) systems and other patient record sources in response to a valid request; verifies correct information has been reproduced before releasing and in a timely and secure manner; provides release of records by the requested means (e.g., electronic, paper copy, etc.).

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Reviews incoming assigned requests for patient health information and screens for all required elements necessary to release information in accordance with state and federal laws; determines validity of authorization and/or type of request; and verifies patient or request or identity (as necessary and applicable).
• Determines validity of authorization, request and documentation provided from legal entities (i.e., subpoena, subpoena duces tecum, power of attorney, deposition, affidavits, documentation from insurance companies, workers compensation, requests from patients, doctors and hospitals).
• Ensures records are complete prior to release and contain no deficiencies. Ensures that patient health information is released only in accordance with state and federal laws and hospital and departmental policies and procedures.

FINANCE ESSENTIAL FUNCTIONS

• Organizes time effectively, minimizing incidental overtime, and sets priorities. Utilizes time between heavy workloads efficiently and helps other team members.
• Enters data into the Release of Information computer system (customer request, cash and check receipts and deposits of release information income) on a daily basis. Verifies data entry and processing steps are handled appropriately.
• Ensures charging and posting of correct amounts for payable copies; reconciles receipts and invoices. Follows-up on aged/outstanding invoices with customers, including outside vendors, individuals, insurance companies, corporations, attorneys, subpoena services and federal and state institutions.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Seeks opportunities to expand learning beyond baseline competencies with a focus on continual development.
• Generates and communicates new ideas and suggestions that will improve quality or service.

SUPPLEMENTAL REQUIREMENTS

WORK ATTIRE

• Uniform: No
• Scrubs: No
• Business professional: Yes
• Other (department approved): No

ON-CALL*

*Note that employees may be required to be on-call during emergencies (ie. Disaster, Severe Weather Events, etc) regardless of selection below.

• On Call* No

TRAVEL**

**Travel specifications may vary by department**

• May require travel within the Houston Metropolitan area No
• May require travel outside Houston Metropolitan area No

QUALIFICATIONS

EDUCATION

• Associate’s degree in health information management or related field required or additional two years of experience (in addition to the minimum experience requirements listed below) required in lieu of degree

EXPERIENCE

• One year of experience working in health information management or related industry/ department
• Experience in release of information preferred