Position Summary: 

The Release of Information (ROI) Specialist facilitates centralized access to medical records in any format to patients, healthcare organizations, internal customers, and third-party requesters. This role is critical to the continuity of care for the patient and ensuring organizational compliance with applicable state and federal laws and HIPAA regulations, providing timely and accurate access to the legal medical record and designated record set.

The ROI Specialist:

• Efficiently prioritizes all incoming requests, retrieves records from active and legacy systems/formats, and tracks and delivers records in accordance with established procedures, using EHR software. 
• Interprets and verifies patient or personal representative identity and authority to ensure the requesting party has a legal right to access the requested protected health information. 
• Responds to requests using extensive knowledge of legal health record and designated record set requirements, medical record completion, and billing practices.
• Provides appropriate access to medical records, billings records, imaging, and other source system information.
• Demonstrates excellent customer service by appropriately interpreting customer requests, being proactive in identifying concerns, and helps resolve issues tactfully and confidentially.  Connects customers with appropriate support for access to other services within the health system.

Minimum Qualifications:

Required

• High School Diploma or Equivalent
• One (1) year of customer service and/or healthcare experience

Preferred

• Health Information Management/Medical Records, Release of Information, or HIPAA experience
• Notary Public Commission

Essential Job Functions:

In addition to the essential functions of the job listed below, employees must have on-time completion of all required education as assigned per DNV requirements, Bozeman Health policy, and other registry requirements.

• Manage Receipt, Tracking, and Processing of the Request: 
  • Support all customers through the process of requesting access to information
  • Review format and content of requests, interpreting need for and validity of HIPAA compliant authorizations
  • Document and track the receipt, processing, and completion of each request utilizing the release of information tracking application
  • Respond to requests for access or release of information in accordance with the authorization and/or legal requirements, appropriately applying minimum necessary concepts
  • Reproduce requested information from appropriate active or legacy system/format
• Verify the legal authority of the requester and validity of the request:
  • Analysis and interpretation of HIPAA compliant authorizations, legal requests such as subpoenas and court orders, allowable releases for treatment, payment, and operations, etc.
  • Evaluate authority to access by verifying patient or requester’s identity or validity of personal representation documentation
• Assist patients with exercising their rights under HIPAA regulatory guidelines for requesting amendments, restrictions, or accountings of disclosure.
• Manage electronic filing of Advance Directives, POLST, Living Will, Guardianship and other legal documents.

Knowledge, Skills and Abilities

• Demonstrates sound judgment, patience, and maintains a professional demeanor at all times
• Exercises tact, discretion, sensitivity, and maintains confidentiality
• Performs essential job functions successfully in a busy and stressful environment
• Learns current and new computer applications and office equipment utilized at Bozeman Health
• Strong interpersonal, verbal, and written communication skills
• Analyzes, organizes, and prioritizes work while meeting multiple deadlines

Schedule Requirements

• This role requires regular and sustained attendance.
• The position may necessitate working beyond a standard 40-hour workweek, including weekends and after-hours shifts.
• On-call work may be required to respond promptly to organizational, patient, or employee needs.

Physical Requirements

Lifting (Rarely – 30 pounds): Exerting force occasionally and/or using a negligible amount of force to lift, carry, push, pull, or otherwise move objects or people.

Sit (Continuously): Maintaining a sitting posture for extended periods may include adjusting body position to prevent discomfort or strain.

Stand (Occasionally): Maintaining a standing posture for extended periods may include adjusting body position to prevent discomfort or strain.

Walk (Occasionally): Walking and moving around within the work area requires good balance and coordination.

Climb (Rarely): Ascending or descending ladders, stairs, scaffolding, ramps, poles, and the like using feet and legs; may also use hands and arms.

Twist/Bend/Stoop/Kneel (Occasionally): Twisting, bending, stooping, and kneeling require flexibility and a wide range of motion in the spine and joints.

Reach Above Shoulder Level (Occasionally): Lifting, carrying, pushing, or pulling objects as necessary above the shoulder, requiring strength and stability.

Push/Pull (Occasionally): Using the upper extremities to press or exert force against something with steady force to thrust forward, downward, or outward.

Fine-Finger Movements (Continuously): Picking, pinching, typing, or otherwise working primarily with fingers rather than using the whole hand as in handling.

Vision (Continuously): Close visual acuity to prepare and analyze data and figures and to read computer screens, printed materials, and handwritten materials.

Cognitive Skills (Continuously): Learn new tasks, remember processes, maintain focus, complete tasks independently, and make timely decisions in the context of a workflow.

Exposures (Rarely): Bloodborne pathogens, such as blood, bodily fluids, or tissues. Radiation in settings where medical imaging procedures are performed. Various chemicals and medications are used in healthcare settings. Job tasks may involve handling cleaning products, disinfectants, and other substances. Infectious diseases due to contact with patients in areas that may have contagious illnesses.

*Frequency Key:  Continuously (100% - 67% of the time), Repeatedly (66% - 33% of the time), Occasionally (32% - 4% of the time), Rarely (3% - 1% of the time), Never (0%).