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Client Service Representative I

Newport Beach, CA | Other

Job Description


Who we are...

Ciox Health merged with Datavant in 2021, creating the nation's largest health data ecosystems, powering secure data connectivity on behalf of thousands of providers, payers, health data analytics companies, patient-facing applications, government agencies, research institutions and life science companies. The combined company is focused on improving patient outcomes and reducing costs by removing impediments to the secure exchange of health data. Ciox, a Datavant company will offer the ability to access, exchange, and connect data among the thousands of organizations in its ecosystem for use cases ranging from better clinical care and value-based payments to health analytics and medical research.


What we offer…

At Ciox Health we offer all employees a place to grow and expand their current skills so that they can not only help build Ciox Health into the greatest health technology company but create a career that you can be proud of. We offer you complete training and long-term career goals. Our environment is what most of our employees are the proudest of and our Architecture Group is comprised of some of the brightest and most talented individuals. Give us just a few moments to explain why we need you and hope you will help us change how the health Industry manages its’ medical records.


What we need…

This is an entry level position responsible for processing all release of information (ROI) specifically medical record requests in a timely and efficient manner ensuring accuracy and providing customers with the highest quality product and customer service. Associate must at all times safeguard and protect the patient’s right to privacy by ensuring that only authorized individuals have access to the patient’s medical information and that all releases of information are in compliance with the request, authorization, company policy and HIPAA regulations.



  • Receives incoming requests for information and responds to requests by opening mail, assisting walk-ins and telephone inquiries, and retrieving facsimile inquiries in a timely manner.
  • Date stamps all requests and highlights pertinent data to facilitate processing. 
  • Validates requests and authorizations for release of medical information according to established procedures and HIPAA guidelines.
  • Completes release of information requests including retrieving patient’s medical charts and returning charts, copying/scanning medical records accurately and correctly, according to requests, established procedures, and established standards of quality and productivity; and electronically transmits medical record to processing operations.
  • Performs quality checks on all work to assure accuracy of the release, confidentiality, and proper invoicing.
  • Maintains equipment in excellent operating condition (inside and out) and troubleshoot equipment issues with assistance from the Help Desk department.
  • Provides excellent customer service by being attentive, respectful and professional at all times; insures understanding of customer request and follows-through as promised; being proactive in identifying and addressing member concerns, or problems.
  • Demonstrates helpful and effective telephone etiquette and customer service skills by providing appropriate information to callers. 
  • Maintains a neat, clean, and professional personal appearance and observes the dress code established by the Company or the member facility. 
  • Maintains a clean and orderly work area, insures that records and files are properly stored before leaving area, and insures adequate supplies to meet customer requests. 
  • Maintains working knowledge of the current state laws regarding fee structure, and HIPAA regulations as well as facility policies and procedures in regards to release of information. 
  • Ability to maintain regular attendance and punctuality as scheduled. Notifies Manager, Operations and/or Supervisor if unable to adhere to daily schedule.
  • Adheres to all Company time and attendance policies or applicable law covering meal breaks and rest periods. Records all accurate work hours in the Company’s designated time keeping system daily and adheres to the Company’s overtime policy and procedures for requesting time off or change in schedule. 
  • Works within scope of position and direction; willingly accepts assignments and is available to take on additional member facilities and assist with ROI backlogs. 
  • Performs responsibilities in accordance with the Company’s and member facilities policies and procedures and state and federal labor regulations and works to minimize confidentiality breaches. 
  • Maintains confidentiality, information security and ethical behavior when handling all Company and medical records information during transport, storage and disposal. Will not remove medical records information from member site unless written authorization is provided by the facility’s HIM Director, Company Manager and/or Supervisor and Vice President of Operations. 
  • Attends and participates in required educational training sessions and staff meetings as scheduled and assigned. 
  • Ability to adapt to change and respond to difficult and challenging situations in a professional manner.
  • Accepts new assignments willingly to meet business needs. 
  • Communicates with Manager on an on-going basis, providing information and data as requested including member’s changing needs and requests. 
  • Promptly reports to Manager any customer service concerns and/or any potential HIPAA violations whether actual or perceived. 
  • Informs Manager of site or work difficulties, special project requests from facility, and fluctuating volume in daily workload. 
  • Ability to accurately and efficiently utilize a computer for data input, retrieval of data and all other tasks associated with release of information services and time reporting. 
  • Ability to work with minimum supervision, organize workload and prioritize work tasks to meet production goals. 
  • Ability to recognize emergency situations within context of job duties and communicate potential issues to Supervisor and/or Manager, Operations.
  • Maintains knowledge of safety procedures to ensuring a safe work environment and reports safety concerns to Supervisor and/or Manager, Operations 
  • Maintains a current and valid driver’s license and insures personal automobile insurance is in force and will be maintained, in at least the amounts required by state law, on any automobile or transportation that is use in connection with Company duties. 
  • Checks the Company’s and other assigned email and communication systems such as REP Online and member assigned email on a daily basis. Utilizes assigned tools within established guidelines. Performs other tasks as assigned including but not limited to working at facilities within 50 miles of principal site as business needs arise. 
  • Adheres to the Company’s Code of Conduct and business standards.


  • A High School Diploma or GED is required.
  • Must be able to communicate effectively in the English language.
  • Administrative experience in an office setting; previous release of information, medical records, or other related experience in a healthcare environment is preferred.
  • Proven customer service experience and/or training.
  • Ability to effectively use computer software and technology as required by the member facility including Microsoft Word and Excel
  • Ability to understand and become knowledgeable of Release of Information standards, policies & procedures and HIPAA regulations and to complete work in compliance of these and other standards.
  • Ability to read and comprehend simple, healthcare terminology
  • Effective verbal and written communication skills.
  • Effective organizational skills a must
  • Ability to use fax, copier, microfilm machine, and multiline phone system and other required work tools

To ensure the safety of patients and staff, many of our clients require post-offer health screenings and proof and/or completion of various vaccinations such as the flu shot, Tdap, COVID-19, etc.  Any requests to be exempted from these requirements will be reviewed by Ciox Human Resources and determined on a case-by-case basis.  Depending on the state in which you will be working, exemptions may be available on the basis of disability, medical contraindications to the vaccine or any of its components, pregnancy or pregnancy-related medical conditions, and/or religion.


With very limited exceptions (medical conditions or sincerely held religious beliefs that prohibit you from getting the vaccine), one of the requirements for this job is that you be fully vaccinated against COVID-19. 

*Except for states where legally prohibited to enforce mandates.

Company Overview

  • Website
  • Headquarters BEAUX ARTS, WA
  • Size 3,000 - 7,500
  • Founded 1976
  • Type
  • Revenue <$5M
  • Industry Retail & Wholesale
  • About ciox health

Skills for Client Service Representative I

The job skills required for Client Service Representative I include Customer Service, Written Communication, Communicates Effectively, Transportation, Organizational Skills, Confidentiality etc. Having related job skills and expertise will give you an advantage when applying to be a Client Service Representative I. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Client Service Representative I. Select any job title you are interested in and start to search job requirements.

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Career Path for Client Service Representative I

The following is the career advancement route for Client Service Representative I positions, which can be used as a reference in future career path planning. As a Client Service Representative I, it can be promoted into senior positions as a Customer Service Representative II that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Client Service Representative I. You can explore the career advancement for a Client Service Representative I below and select your interested title to get hiring information.

How to Become a Client Service Representative

If you are interested in becoming a Client Service Representative, you need to understand the job requirements and the detailed related responsibilities. Of course, a good educational background and an applicable major will also help in job hunting. Below are some tips on how to become a Client Service Representative for your reference.

Step 1 Understand the job description and responsibilities of a Client Service Representative

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Step 2 Knowing the best tips for becoming a Client Service Representative can help you explore the needs of the position and prepare for the job-related knowledge well ahead of time.

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