Release of Information (ROI) Specialist

SUMMARY

The Release of Information (ROI) Specialist is responsible for maintaining accurate, complete, and confidential patient medical records in compliance with federal and state regulations. This role supports clinical and administrative teams by managing record requests, scanning and indexing documents, and ensuring timely access to patient information with upholding HIPAA standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Maintain, organize, and manage patient medical records in both electronic and paper formats
• Promote a patient-centered experience by delivering responsive, respectful, and compassionate service in all medical records interactions and communications.
• Scan, index, and upload documents into the electronic medical record (EMR) system accurately and timely.
• Process medical records requests from patients, providers, insurance companies, attorneys, and other authorized parties
• Ensure all releases of information (ROI) are completed in compliance with HIPAA and organizational policies
• Track and log incoming and outgoing medical record requests
• Retrieve records as needed for clinical staff, audits, or quality reviews
• Coordinate with providers, billing, referrals, and other departments regarding documentation needs
• Always maintain confidentiality and security of protected health information (PHI)
• Assist with record retention, archiving, and destruction according to policy
• Respond to phone and email inquiries related to medical records
• Serve as primary contact for answering incoming calls via a call queue, handling approximately 20-40 calls per day while providing accurate information and support related to medical records requests.
• Complete daily rounds and inter-office mail delivery
• Daily review and chart updates of local obituaries
• Perform other duties as assigned

QUALIFICATIONS

• High school diploma or equivalent required; associate’s degree or higher in Health Information Management, Medical Administration, or related field preferred
• Strong knowledge of HIPAA regulations, including Privacy and Security Rules, and medical records compliance standards
• Strong attention to detail and organizational skills
• Ability to handle confidential information with professionalism and discretion
• Basic computer skills and experience with EMR systems
• Strong written and verbal communication skills
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment

PREFERRED QUALIFICATIONS

• Previous experience in medical records, health information management, or a healthcare setting
• Experience with Electronic Medical Record (EMR) systems
• Familiarity with release of information (ROI) workflows
• Medical terminology knowledge
• Completion of, or willingness to complete, continuing education courses related to HIPAA compliance, medical records management, and ROI processes

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate and percentage.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.  Ability to deal with problems involving a few concrete variables in standardized situations.

PHYSICAL DEMANDS

• Ability to sit or stand for extended periods
• Ability to lift and move boxes or files up to 25 pounds as needed
• Frequent use of computers, scanners, office equipment
• The employee is occasionally required to stoop, kneel, crouch, or crawl. 
• Specific vision abilities required by this job include ability to adjust focus. 

WORK ENVIRONMENT

This position is in a healthcare office setting and is primarily desk-based. The role involves regular use of computers, phones, office equipment, and interaction with clinical and administrative staff.

The noise level in the work environment is usually quiet to moderate.