HIS Info Release Specialist

Under the general supervision of the Health Information Services Manager and in accordance with established hospital procedures, with a complete understanding of state and federal regulations regarding the release of confidential patient information, processes requests for patient information. Ensure requests are responded to within mandated timeframes. Represent the Hospital in response to subpoenas and depositions.

Responsibilities:

1. Receives requests for patient information via telephone correspondence or walk-in customers; ensures the request is complete and proper.
2. Reviews multiple electronic medical record systems to coordinate a complete medical record.
3. Identifies missing elements in both electronic (eClinical Works, Siemens OMR, other document imaging systems) and paper medical records which would prohibit disclosure of information until completed.
4. Reviews paper and electronic medical records for sensitive information as defined by HIPAA, Brown University Health, and Brown Health Medical Group policies and procedures.
5. Reviews subpoenas for validity. Notifies issuing attorney of any deficiencies prohibiting compliance. Notifies Brown University Health Office of General Counsel regarding any subpoenaed records containing sensitive information which require either patient authorization or a court order prior to compliance with the subpoena.
6. Prepares medical records in response to subpoenas and court orders; represents the Hospital in court proceedings and depositions when necessary by presenting records and providing routine factual information.
7. Receives/reviews insurance/medical/school forms from patients and forwards to the appropriate physician or clinic for completion/signature.
8. Prepares and submits invoices to requestors as appropriate for services rendered.
9. Notifies clinicians and HIS Leadership of records requiring completion to respond to a request for patient information.
10. Contacts other departments or staff as necessary to obtain information needed to comply with a request for patient information.
11. Contacts CMS/Medicare/Medicaid subcontractors (Pinnacle, Qualadigm, Pioneer, etc.) regarding requests for patient information. Contacts Brown University Health Patient Financial Services Department for necessary billing documentation. In conjunction with Revenue Cycle Management Department, maintains logs of CMS/RAC requests for records.
12. Assists subordinate clerical employees in determining information necessary to comply with a request for patient information.
13. Answers telephone, relays messages, and provides answers to routine inquiries. Initiates inquiries to other departments to locate missing data. Reads reports over the telephone to authorized personnel when appropriate.
14. Records all pertinent information related to the release of information in Lifechart HIM module.
15. Performs other related clerical duties as required such as familiarizing new employees with departmental procedures.
16. Prepares and submits weekly statistics reports.

BASIC KNOWLEDGE:

1. 1 to 2 years experience in a Health Information Department with progressively more responsible duties in order to be familiar with all unit/department functions.
2. 1 to 2 years of legal office or release of information experience strongly preferred.
3. Registered Health Information Technician (RHIT) strongly preferred.

EXPERIENCE:

1. Working knowledge of medical terminology.
2. Working knowledge of HIPAA and state release of information regulations.
3. 1 to 2 years experience with computer software particularly: Master Patient Index, medical record tracking systems, document imaging systems, and word processing.
4. Analytical and organizational skills to effectively review medical records for requested information and the ability to identify sensitive information.
5. Analytical and organizational skills to review a subpoena for validity.
6. Interpersonal skills necessary to effectively interact with others within and outside the hospital such as: patients, physicians, attorneys, insurance company representatives, and state/federal program representatives to explain procedures and resolve problems as related to the release of patient information.
7. Strong customer service skills with the ability to multitask and to remain calm in stressful situations.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

1. Working conditions are generally good with little discomfort due to noise, heat, dust, etc.
2. Regularly experience mental/visual fatigue from constant review of records, computer monitor, reports, etc.
3. Work requires nearly constant coordination of visual and aural effort.

INDEPENDENT ACTION:

Under the general direction of HIS Manager/Correspondence Clerical Lead, perform independently within established policies and practices, state and federal regulations. Refer anything outside established protocol to Manager/Lead.

SUPERVISORY RESPONSIBILITY:

None.

Brown University Health is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, ethnicity, sexual orientation, ancestry, genetics, gender identity or expression, disability, protected veteran, or marital status. Brown University Health is a VEVRAA Federal Contractor.

Location: Brown Health Medical Group Inc. USA:RI:Providence