RELEASE OF INFORMATION COORD CERTIFIED

General Purpose of Job:

Coordinate release of information from all requestors. Assess and complete requests in compliance with Joint Commission guidelines, HIPPA standards, and departmental and corporate policies. Provide excellent customer service to the medical staff and internal/external customers. Receive, evaluate, and coordinate release of information requests. Serve an educator and resource for customers needing to access personal health information. Direct customer inquiries to the appropriate areas within HIM and Sparrow.

Essential Duties:

This job description is intended to cover the minimum essential duties assigned on a regular basis. Associates may be asked to perform additional duties as assigned by their leader. Leadership has the right to alter or modify the duties of the position.

• Demonstrates expert knowledge and applies state and federal guidelines with validating and processing incoming release of information requests
• Receives requests for personal health information through mail, phone or walk-in requestors.
• Assess requests for information based on Sparrow and departmental policies; questions requestors to obtain all information needed to process request
• Evaluates authorization for release of information forms, court orders, guardianship papers or other documents presented for completeness. Ask requstors to supply these documents as needed per policy
• Informs or involves manager or Risk Management department as needed
• Provides education and serves as a resource to anyone requesting personal health information
• Prepares list of records for retrieval and coordinates retrieval with permanent file area and other locations
• Evaluates records with requests and routes for copying
• Evaluates copied records for accuracy and quality
• Prepares payment invoices for record copies and processess payment when received
• Maintains a record of all requests for information using the ROI Management computerized tracking system and/or EPIC
• Ability to provide friendly and efficient customer service to internal and external customers including hospital personnel and patients
• Performs complete Release of Information function as needed for urgent requests
• Analyze data and patient information in both computerized systems and physical charts to determine if two or more medical record numbers belong to the same patient
• Merge medical record files to display one unique medical record number
• Merge duplicate medical record numbers in the appropriate computer system(s)
• Evaluate potential MPI overlay situations to determine if visits from distinct patients are contained in one medical record number, and evaluate the steps needed to split the visits in both physical and computerized charts
• Serve as a system liaison for integrating Enterprise MPI management into newly installed Registration systems and clinical systems linking disparate MPI databases
• Other duties as assigned