Manager of Medical Records and Release of Information

JOB DESCRIPTION

Job Title: Manager of Medical Records and Release of Information

Position Type: Full-time

Work Setting: In Office

Group/Division: RCM / Operational

Reports to: VP of Revenue Cycle Management

FLSA: Exempt

abOUT VAXCARE

The healthcare system is complex, presenting challenges for everyone—patients, doctors, nurses, office managers, and billers alike. At VaxCare, we aim to streamline this complexity, eliminating unnecessary costs and confusion so that practices can focus on their important work: caring for patients. Our innovative solutions include a vaccine management and LARC access platform trusted by over 20,000 active providers nationwide. This service is powered by a multidisciplinary team of dedicated professionals who lead with integrity and a relentless drive to exceed expectations, bringing clarity and efficiency to the often-overwhelming world of healthcare.

THE POSITION

Do you want to be a part of company making real impact on the world of healthcare?

The Manager of Medical Records and Release of Information (ROI) is responsible for overseeing the governance, compliance, and operational execution of medical records management and information disclosure for VaxCare. This role ensures full compliance with HIPAA, HITECH, CMS requirements, and state specific medical records and ROI laws across the United States, while supporting revenue cycle operations, audits, payer requests, and public health reporting. The Manager serves as a subject matter expert on multistate privacy and disclosure regulations, leads internal and vendor teams, mitigates compliance risk, and partners closely with Legal, Compliance, Revenue Cycle, and IT to ensure secure, accurate, and timely handling of protected health information at scale.

This role is critical to protecting patient trust, ensuring regulatory compliance, and supporting revenue integrity at scale. As a national vaccine management organization, accurate medical records and compliant information disclosure directly impact patient care, public health reporting, payer reimbursement, and organizational risk.

WHAT TO EXPECT IN THIS ROLE

The Manager of Medical Records and Release of Information (ROI) is responsible for the strategic oversight, compliance, and operational execution of all medical records management and disclosure activities for a high volume vaccine management organization.

This role ensures that medical records and protected health information (PHI) are accurately maintained, securely stored, and lawfully disclosed in accordance with federal regulations (HIPAA, HITECH, CMS etc.) and state specific medical records and Release of Information laws across the United States.

The Manager will serve as a subject matter expert on ROI compliance, lead cross functional collaboration with Legal, Compliance, Revenue Cycle, and IT teams, and manage internal and/or outsourced ROI operations to ensure accuracy, timeliness, and regulatory adherence.

KEY RESPONSIBILITIES

Medical Records Governance & Operations

• Oversee the end to end management of medical records related to vaccine administration, billing, and claims processing.
• Establish and maintain standardized policies and procedures for medical records documentation, retention, storage, amendment and destruction.
• Ensure records support accurate billing, audits, payer requests, and dispute resolution.
• Partner with Revenue Cycle teams to support claims adjudication, appeals, audits, and post payment reviews.
  
  

Release of Information (ROI) Compliance

• Lead all Release of Information activities, ensuring lawful, timely, and accurate disclosures of PHI.
• Interpret and apply state specific ROI laws and medical records statutes across the United States, including variations in:
• Authorization requirements
• Response timelines
• Fees and cost limitations
• Minor consent and immunization record rules
• Ensure compliance with:
• HIPAA Privacy Rule and Security Rule
• HITECH Act
• Applicable CMS, CDC, and state immunization registry requirements
• Serve as the escalation point for complex or high risk disclosures (legal requests, subpoenas, law enforcement, public health reporting).
  

Legal, Regulatory & Risk Management

• Monitor regulatory changes impacting medical records and ROI practices and collaborate with Legal and compliance teams on same.
• Conduct risk assessments related to PHI access, disclosure, and storage.
• Prepare for and support internal and external audits, regulatory inquiries, and payer reviews.
• Key stakeholder for corrective action plans related to privacy incidents, breaches, or compliance gaps.
  
  

Leadership & Vendor Management

• Manage, train, and mentor medical records and ROI staff (internal and/or third party vendors).
• Set performance metrics for ROI turnaround time, accuracy, and compliance.
• Oversee vendor relationships related to ROI services, document management, or record retrieval.
• Drive continuous improvement initiatives to increase efficiency, scalability, and accuracy in a high volume environment.
  
  

Systems, Data & Security

• Partner with IT and Health Information Systems teams to ensure secure, compliant use of EHRs, document management systems, and immunization registries.
  
  

COMPETENCIES: Core to all positions at VaxCare

We Live (and Work) By Our Values:

• “VaxCare-ness” (Art of Care) – Nurturing and providing for each team member
• Belief in Something Bigger than Ourselves – Capacity to derive meaning from a larger purpose
• Humility as a Posture of Learning – Burning curiosity to learn without ego
• Adaptability & Embracing Change – Nimbleness & ready to seize new opportunities
  
  

Additional “Must Haves”:

• Dependability – Must be able to meet deadlines, work independently, maintain focus, be punctual and good attendance record.
• Interpersonal Skills – Builds strong relationships & contributes to a positive work environment.
• Computer Skills – Skilled with computers, learns new tools quickly.
• Ethics – Honest, accountable, maintains confidentiality.
  
  

Other Essential REQUIREMENTS

Education

• Bachelor’s degree in Health Information Management, Healthcare Administration, Business, or related field required
• Master’s degree preferred
  
  

Experience

• 5 years of progressive experience in medical records management, ROI, or Health Information Management
• 2 years in a leadership or managerial role
• Demonstrated experience managing medical records and ROI in multi‑state healthcare operations
• Experience supporting high volume claims environments (millions of claims annually) strongly preferred
  
  

Regulatory & Technical Expertise

• Deep working knowledge of:
• HIPAA Privacy and Security Rules
• HITECH Act
• State specific medical records and ROI laws (multistate required)
• CMS and payer documentation requirements
• Strong understanding of immunization records, vaccine documentation, and public health reporting is highly desirable
• Experience working with EHRs, document management systems, and ROI tracking tools
  

Preferred Certifications

• RHIA (Registered Health Information Administrator)
• RHIT (Registered Health Information Technician)
• CHPS (Certified in Healthcare Privacy and Security)
• CHPC or similar compliance/privacy credential
  
  

Key Competencies & Skills

• Expert knowledge of medical records compliance and Release of Information laws
• Ability to interpret and operationalize complex, varying state regulations
• Strong leadership, coaching, and cross functional collaboration skills
• High attention to detail with a risk based compliance mindset
• Excellent written and verbal communication skills
• Proven ability to operate effectively in a fast paced, highly regulated, high volume environment
  
  

Other Essential REQUIREMENTS

• Remote Work Requirements :
• Must be able to perform job duties independently with minimal supervision.
• Must have private, distraction -free workspace suitable for confidential and focused work.
• Must have reliable high-speed internet to support video conferencing an regular computer use.
• Prolonged sitting or standing : Employees must be able to remain in a stationary position for extended periods, as much of the work involves sitting at a computer or workstation. Some hybrid or office-based roles may also require the ability to stand for portions of a shift.
• Repetitive motions : Significant use of the hands, wrists, and fingers is required for tasks like typing, using a computer mouse, and handling paperwork.
• Visual acuity : The job requires the ability to view a computer screen and read documents for extended periods.
• Communication : Employees must be able to clearly express and exchange ideas in English to effectively communicate with customers and co-workers.
• Occasional lifting : Many office-based jobs specify the ability to occasionally lift or move up to 10–20 pounds to handle supplies or equipment.
  

Physical Requirements/Work Environment:

TASK

Continuous

Intermittent

Seldom

N/A

Regular & Reliable Attendance

X

Standing/Walking

x

Travel/Driving/Operating Vehicle

X

Sitting (desk/computer work)

X

Lifting/Lowering/Carrying (up to 20lbs)

X

Reaching/Bending/Twisting

x

Hand/Wrist Use (typing/mouse/writing)

X

In person attendance for meetings/conferences

X

Exposure to Noise/Dust/Chemical Exposures

x

Operating Mobile Equipment/Machinery

x

• Continuous = 66-99% of the day; Intermittent = 33 – 66% of the day; Seldom = 0-33% of the day