Medical Records Specialist

4 hours ago

Glen Allen, Virginia, United States Patient First Full time
Job Summary:

We are seeking a highly skilled Medical Records Release Information Specialist to join our team at Patient First. As a key member of our Medical Records department, you will be responsible for processing medical release of information requests, validating data accuracy, and responding to requests for protected health information in a timely and efficient manner.

Key Responsibilities:
  • Process medical release of information requests for protected health information (PHI) timely and efficiently;
  • Validate the accuracy of data and scanned documentation entered into Patient First's Release of Information (ROI) tracking system;
  • Review requests thoroughly to determine accuracy of the authorization and complete the Medical Records Request Fulfillment Checklist to provide a timely response;
  • Respond to all requests for PHI, including those that are not HIPAA compliant or do not provide enough necessary information to locate the patient, via written correspondence according to state and federal statutes, and prepare for delivery;
  • Print requested records, match them with their corresponding requests, update the materials list, invoice, and prepare for delivery;
  • Notate the request status in the ROI tracking system once the records are printed, billed, and prepared for delivery;
  • Provide professional responses to all PHI requests in a timely manner as legally mandated, regardless of ability to fulfill;
  • Process all subpoenas received for records, physicians, and witnesses as assigned, in accordance with all state and federal regulations and departmental and company policies;
  • Authenticate Patient First records received from external requestors and provide a completed certification or affidavit to reflect findings;
  • Process walk-in requests for PHI from patients;
  • Route leave and disability forms to the appropriate clinician; forward to the requesting party in a timely fashion;
  • Answer incoming calls to provide administrative support to Medical Records Call Center Agents;
  • Provide customer service to internal and external requesters to ensure ongoing workflow production, while adhering to company policies and HIPAA ROI regulations;
  • Post and balance checks received from vendors and journal voucher entries received from the Cash Management Department to the appropriate invoice in the ROI tracking system;
  • Ensure that all affidavits are completed and notarized before mailing;
  • Maintain up-to-date notes and training material related to departmental and company policies and procedures as well as those mandated by law;
  • Perform all duties of the Medical Records Mail Agent and other duties as assigned.

Requirements:
  • Associate degree or higher in healthcare administration or equivalent field or job-related experience preferred;
  • Certified as a Registered Health Information Administrator (RHIA), Certified Coding Specialist (CCS), or Certified Professional Coder (CPC) (preferred);
  • Knowledge of federal HIPAA and state ROI regulations related to the release of protected health information;
  • Proficiency with Microsoft Office Suite software required;
  • Prior experience in a medical records department (preferred);
  • Ability to work independently;
  • Basic medical terminology and spelling skills (required);
  • Excellent verbal and written communication skills; ability to read computer-generated printed reports and hand-written notes;
  • Excellent interpersonal and organizational skills;
  • Ability to prioritize and multitask;
  • Ability to lift up to 20 pounds.

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