Release of Information Coordinator

POSITION OVERVIEW (non-exempt): The Release of Information (ROI) Coordinator is responsible for leading and coordinating the organization's Release of Information functions to ensure timely, accurate, and compliant processing of all requests for protected health information (PHI). This position prioritizes urgent and stat requests, monitors turnaround times to ensure requests are completed within regulatory and organizational deadlines, and serves as a resource for patients, providers, and staff regarding release of information processes.

The ROI Coordinator ensures all disclosures of health information comply with applicable federal and state laws, organizational policies, and privacy regulations. This role works collaboratively with the Quality Department regarding legal requests, subpoenas, and regulatory requirements. The ROI Coordinator develops, maintains, and enforces standard operating procedures while promoting workflow efficiency and regulatory compliance.

Minimum High School Diploma or GED Three (3) years of experience in a healthcare, clinical office, Health Information Management, or medical records setting. Three (3) years of experience utilizing EPIC software MyChart and/or electronic patient portal systems. Experience leading, training, mentoring, or coordinating staff.

Knowledge of HIPAA Privacy Rules, Release of Information requirements, and healthcare confidentiality standards. Demonstrated knowledge of legal health record requirements, authorization standards, and disclosure regulations. Strong organizational, communication, and customer service skills.

Preferred Associate's degree in Health Information Management, Healthcare Administration, or related field. RHIT, RHIA, CHPS, or other relevant healthcare information management certification. Experience with Epic Release of Information workflows.

Experience processing legal requests, subpoenas, attorney requests, and regulatory disclosures. ACCOUNTABILITY: Reports to Health Information Manager DIRECT REPORTS: None POSITION-SPECIFIC

Operations Oversees daily Release of Information (ROI) operations and monitors work queues to ensure timely and accurate completion of requests. Prioritizes urgent, stat, legal, and other time-sensitive requests to meet regulatory requirements. Ensures all requests are processed within established turnaround times and in accordance with applicable regulations.

Reviews requests for validity, completeness, and authorization requirements prior to disclosure of records. Processes and coordinates patient, attorney, insurance, governmental, and third-party requests for medical records. Monitors and assists with MyChart and patient portal requests, ensuring timely patient access to records.

Performs scanning and imports documents in accordance with the organization's Scan Matrix Provides exceptional customer service while ensuring compliance with disclosure requirements. Communicates effectively with internal and external stakeholders regarding request status, requirements, and resolution of issues. Performs other duties as assigned.

Compliance Ensures all disclosures comply with HIPAA, state privacy laws, organizational policies, and applicable regulations. Maintains strict confidentiality of all Protected Health Information (PHI) encountered during the performance of duties. Maintains current knowledge of federal and state regulations related to privacy, confidentiality, and Release of Information practices.

Reviews subpoenas, court orders, warrants, attorney requests, and other legal demands for compliance prior to processing. Escalates suspected privacy violations, inappropriate access, or disclosure concerns to the Health Information Manager. Serves as the departmental subject matter expert regarding Release of Information regulations, privacy requirements, and disclosure standards.

Leadership Provides day-to-day leadership, coordination, and guidance for Release of Information workflows and staff activities. Assists the Health Information Manager with onboarding, training, and competency validation of ROI staff. Provides training and education regarding new processes, system updates, regulatory changes, compliance requirements, and workflow improvements.

Develops educational materials and serves as a resource for staff regarding Release of Information practices. Supports cross-training initiatives to ensure business continuity and operational efficiency. Maintains current knowledge of EHR, MyChart, and patient portal enhancements, updates, and workflow changes.

Assists with testing, implementation, and optimization of Release of Information-related EHR workflows. Policy, Procedure, and Process Improvement Develops, updates, maintains, and enforces standard operating procedures for all Release of Information workflows. Evaluates existing workflows and identifies opportunities for process improvement and operational efficiency.

Ensures departmental procedures remain consistent with organizational policies and regulatory changes. WORK ENVIRONMENT : Works in a well-illuminated, climate-controlled environment May come in contact with hazardous chemical or treatment modalities Possibility exists of exposure to communicable diseases Involvement in inpatient care may result in unavoidable work-related illness or injury Work environment is comfortable, with minimal exposure to physical hazards Moderate to loud noise environment when machines/equipment in use Involvement in checking in/moving of supplies may result in unavoidable work-related injury Must be constantly alert for patient/family emergency situations

Days shift · Monday-Thursday: 7:30 a.m.-6:00 p.m.