Coordinator-HIM Patient Data Retrieval

The Coordinator HIM Data Retrieval serves as subject matter expert responsible for oversight of all functions related to timely and accurate processing of requests for patient health information (including attorney requests, subpoenas, continuing care, patients/patient representatives, etc.). Coordinates activities performed by vendor partners; including reviewing and validating vendor service agreements to ensure compliance; including HIPAA, Joint Commission, legal, Federal and State regulatory standards related to releasing patient information.

Serves as a daily resource to Baptist’s internal and external counsel, Risk Management and Privacy and Security as it relates. Monitors BOC facility ROI work queues to ensure processing timeliness. Monitors Patient Financial Services (PFS) HIM Requests for Medical Records Epic work queues to ensure timeliness and avoid revenue loss.

Reviews and lends input with policies and procedures for related activities requiring knowledge of Federal and State regulations. Serves as an Epic process training resource for the entire organization and validates completion of workflow training to BOC for granting user access.

• Serves as subject matter expert responsible for oversight of all functions related to timely and accurate processing of requests for patient health information (including attorney requests, subpoenas, continuing care, patients/patient representatives, etc.)
• Oversees activities performed by ROI vendor partners; including vendor staff quality audits, reviewing and validating vendor service agreements to ensure compliance; reviews facility monthly invoices to ensure accuracy; also HIPAA, Joint Commission, legal, Federal and State regulatory standards related to releasing patient information
• Serves as a daily resource to Baptist’s internal and external counsel, Risk Management and Privacy and Security in all matters medical record related; places system Release Restriction flags as appropriate
• Serves as a resource to others including Denial Mitigation, Revenue Integrity, Patient Financial Services, Revenue Cycle Correspondence Team, etc. to avoid payer recoupments and revenue loss.
• Monitors and reports on BOC facility ROI work queues to ensure processing timeliness, and coordinates with facilities as needed
• Monitors and reports on other BOC ROI work queues to ensure processing timeliness, such as ROI Open Claims Attachments and coordinates as needed
• Monitors corporate Outlook ROI inbox to prioritize and process incoming requests
• Monitors and reports on ROI applications or platforms such as Sharing Hub and Chart Gateway to review/validate authorization and complete requests, or other ROI needs; coordinates with other departments as needed
• Monitors and reports on Patient Financial Services (PFS) HIM Requests for Medical Records Epic work queues to ensure timeliness and avoid revenue loss
• Generates, reviews, formats and distributes other ROI reports such as Weekly ROI Productivity, payer ROI frequency or others as requested
• Responsible for reviewing and developing policies and procedures surrounding ROI activities requiring knowledge of Federal and State regulations
• Serves as the EPIC BOC ROI Credentialed Trainer, training resource for the entire organization and validates completion of ROI workflow training to BOC for granting user access; coordinates termination of access as applicable
• Responsible for maintaining Epic ROI requestor directory (additions, deletions, etc.)
• Serves as lead resource to assess and recommend process change, workflow opportunities, and technology improvements to leadership and other departments
• Other special projects and duties as assigned Experience Description Minimum Required One year of experience working directly with related processes, or; three (3) years of experience working with medical record documentation and regulatory requirements in an acute healthcare setting. Preferred/Desired Three to five years’ experience working with related processes supporting interdepartmental teams in an acute healthcare setting. Education Description Minimum Required Preferred/Desired Completed education from an accredited program with Associates Degree and Registered Health Information Technician (RHIT) certification through the American Health Information Management Association (AHIMA). Training Description Minimum Required Preferred/Desired Certifications as applicable to specialized area of expertise. Special Skills Description Minimum Required Preferred/Desired Proficiency in communicating and performing assignments to avoid backlogs and provide expected level of service to multiple departments. Organization and communication skills. Keyboard dexterity and ability to focus while seated for extended periods of time. Licensure Description Minimum Required Preferred/Desired Bachelor's degree with Registered Health Information Administrator (RHIA) certification through AHIMA. Project management background along with preferred education above. Strong organizational and communication (verbal/written) skills; ability to successfully prioritize and multi-task among competing needs; ability to work independently and deliver on expectations; subject matter expertise. Registered Health Information Technician (RHIT) certification through the American Health Information Management Association (AHIMA) Bachelor's degree with Registered Health Information Administrator (RHIA) certification through AHIMA