JOB SUMMARY

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.

PRIMARY JOB RESPONSIBILITIES

Job responsibilities labeled EF capture those duties that are essential functions of the job.

PEOPLE - 25%

• 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. (EF)
• Serves as a resource to customers regarding release of patient identifiable health information laws, rules, regulations and policies. (EF)
• 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. (EF)

SERVICE - 30%

• Returns calls to requestors and performs follow-up on requests in a timely manner as per department guidelines/expectations. (EF)
• Logs requests, request status and information released into the electronic Release of Information system and as necessary, any other secondary systems. (EF)
• Applies patience and diplomacy to sensitive circumstances; diffuses difficult customer service situations appropriately. (EF)
• 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.). (EF)

QUALITY/SAFETY - 20%

• 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). (EF)
• 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). (EF)
• 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. (EF)

FINANCE - 15%

• Organizes time effectively, minimizing incidental overtime, and sets priorities. Utilizes time between heavy workloads efficiently and helps other team members. (EF)
• 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. (EF)
• 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. (EF)

GROWTH/INNOVATION - 10%

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

This job description is not intended to be all inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

EDUCATION REQUIREMENTS

o 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 REQUIREMENTS

o One year of experience working in health information management or related industry/ department

o Experience in release of information preferred

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