Job Objective :

Under the supervision of the Assistant Director of Health Information Services coordinates the day to day workflow to accomplish the objectives of the department in one or more of the following functions : processing requests for release of information including subpoenas;

audits; researching patient information; data entry; prepping records and requests for records; and quality control / validation process and requests for records.

This position will maintain daily workflow while ensuring processing of record requests with a high level of quality.

Duties and Responsibilities :

• Coordinates day to day workflow for assigned functional areas
• Plans, organizes, monitors, and coordinates work to achieve departmental goals and maximum productivity and efficiency on a day to day basis.
• Interacts with department staff, hospital staff, medical staff, other coordinators, and managers to ensure prompt and accurate communication as needed to achieve the department goals.
• Provides technical and administrative assistance in staff training, budget related processes, productivity management, recruitment, supply management, procedures and guidelines, special projects, shared folder maintenance, documenting performance of staff, auditing quality, and quality improvement tasks.
• Ensures customer needs are met and addresses customer dissatisfaction timely and effectively.
• Release of Information
• Responds to and processes all written, phone, and walk-in requests for protected health information in an accurate manner as needed to meet the timeliness requirements for various request types.
• Demonstrates an understanding of the release of information process, including guidelines, regulatory manuals, facility policies, procedures and forms.
• Opens mail, researches patient information, prints master patient index, and prepares release of information requests for the scanning process.
• Performs quality control and validation processes to ensure all release of information requests are assigned the appropriate document name and all documents are scanned into the correct patient folder with the highest level of quality.
• Logs requests in the release of information application.
• Copies, prints, or faxes the minimum necessary in response to requests for release of records or continued care.
• Answers telephones consistent with Service Excellence standards, addresses and / or routes calls appropriately and in a timely manner.
• Processes all release of information request types including audits, subpoenas according to regulatory requirements while meeting timeliness requirements for various request types.
• Enter checks received in release of information system and process daily deposits per guideline.
• Performs quality review processes prior to mailing or filing request for patient pickup.
• Protects the confidentiality of primary and secondary health records and releases information as mandated by law, professional standards, and the hospital's policies. Record Control
• Maintains and uses a variety of health information indexes, census, logs, storage, and retrieval systems. Researches, compiles and generates information related to same.
• Retrieves, reproduces, delivers and files health information throughout the facility and in offsite storage areas using numerical, alphabetical, and color coded systems. Other Duties
• Assists hospital staff, medical staff, public, and patients.
• Performs transcription clerical functions.
• Researches and enters patient data into various systems as defined by procedure.
• Technically evaluates, prepares, preps, and processes documents in preparation for the scanning process while ensuring correct patient identification on each page of record.

AVH Values : All AVH employees will effectively demonstrate these values :

• Patients Come First We listen actively and communicate with our patients and families, placing safety as a top priority.
• Accountability & Ownership We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
• Teamwork We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
• Integrity & Honesty We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.
• Excellence We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
• Initiative & Innovation Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value.
• Tenderness & Compassion We have genuine empathy, show kindness, and encourage and advocate for each other.

Education and Experience :

Education

High school graduate or GED equivalent.

Completion of 1 semester of college level Medical Terminology or demonstrated proficiency as evidenced by related work experience.

Experience

• One-year prior experience working in an acute care hospital medical record department required.
• Prior experience in release of information functions in an acute care hospital medical record department preferred.

Required Licensure and / or Certifications :

None

Physical Requirements and Working Conditions :

• Work is usually performed in a normal office environment and may require long periods in sedentary position performing one function.
• Trips within the facility and to onsite storage areas will be required to retrieve or deliver records.

A detailed description of the physical requirements of this job is maintained in the Employee Health Department.

NOTE : THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK PERFORMED BY PEOPLE ASSIGNED TO THIS JOB.

THIS DOCUMENT IS NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, SKILLS, AND WORKING CONDITIONS FOR THE PERSONNEL SO CLASSIFIED.

Last updated : 2024-05-20