RELEASE OF INFORMATION COORDINATOR (Full-Time or Part-Time)

Medical Records Coordinator

Coordinates and processes all requests for medical records ensuring the patients' confidentiality. Information is processed in a timely and accurate manner according to the SDMG policies and Federal and State regulatory requirements. Performs other related duties as designated by the HIM Manager and/or HIS Supervisor.

Duties & Responsibilities:

• Receives authorizations for releases of medical information from physicians, hospitals, patients, etc. Accurately assesses validity, and legality of authorizations and requests for information.
• Provides coverage for the Disability Coordinator as needed. Assists with processing requests received from insurance companies, lawyers, NYS Disability, NYS Compensation, etc. as needed.
• Helps process subpoena requests. Copies records for subpoenas. Ensures there is a valid authorization signed by the patient accompanied with the subpoena. Works with the Administrative Assistants to ensure proper payment is received for all subpoenas.
• Marks record as "legal record" in EMR and makes 2 paper copies of the legal chart for Administration (one for our files and one for the attorney).
• Contacts patients to receive the proper authorizations whenever necessary.
• Adheres to all New York State and Federal regulatory guidelines, including HIPAA, to process release of information requests.
• Maintains level of productivity as established for the department.
• Maintains proper turn-around time on all release of information requests. Federal HIPAA rules allow 30 days to process a request; however, whenever possible try to stay within the New York State guidelines which is 10 days to process a request.
• Upon identification, immediately informs the HIM Manager and/or HIS Supervisor of any issues.
• Assists with the training needs of the department.
• Records all requests for records in the appropriate work queue for tracking purposes.
• Monitors work queues for all staff to ensure timely processing of requests and communicates with HIM Manager any issues or concerns.
• Copies all pertinent information that is requested. Reviews patient names and medical record numbers to ensure that all information is for the designated patient.
• Assists patients with questions pertaining to the RHIO (Regional Health Information Organization) and/or Patient Portal.
• Assists with insurance auditing reviews (example, HEDIS and Risk Adjustment)
• Retrieves money bag when taking in checks, run daily reports, and follows cash out policy and procedure with the Business Office.
• Maintains professional conduct and customer service focus.
• Copies the authorization and sends a copy with the copies of the medical record.
• Attaches all appropriate confidentiality cover letters with the copies of the medical records that are being sent.
• Answers phone requests regarding medical record correspondence, etc. Logs in each phone request within the ROI module.
• Works overtime when necessary.
• Provides coverage for the Medical Records Scanning department as needed.
• Assists in other duties as designated by the HIM Manager and/or HIS Supervisor.
• Adheres to the policies and procedures of SDMG.
• Upholds the confidentiality policies of the Health Information Management Department and SDMG.
• Attends all required in-service programs and employee informational meetings.
• Practices time management, keeping authorized break periods within accepted policy. Complies with established Slocum-Dickson Medical Group attendance policy.
• Provides proper notification for absences and scheduled time off in accordance with Slocum-Dickson Medical Group policy.
• Complies with Slocum-Dickson Medical Group policies and procedures pertaining to Incident Reporting and promptly notifies HIM Manager of all incidents.
• Knowledgeable of individual responsibilities and duties pertaining to Slocum-Dickson Medical Group safety/emergency preparedness including emergency codes.
• Demonstrates knowledge of proper body mechanics to be used in the work setting.
• May be exposed to hazardous drugs.
• Will attend OSHA training upon hire and annually thereafter.

Requirements:

Frequent contact with internal and external customers including, but not limited to, physicians, patients and employees. Must be able to work well with co-workers and maintain a professional conduct and a high level of customer service with those persons in which contact is made, either in person or over the phone.

Education/Experience/Knowledge:

Required:

High School Diploma or GED.

At least one year experience working in healthcare or legal setting.

Preferred:

Graduate of approved school of Health Information Technology.

A Registered Health Information Technician (RHIT) or previous correspondence experience.

Slocum Dickson Medical Group