Coordinator-HIM Patient Data Retrieval

Baptist•Memphis, TN

About The Position

The Coordinator HIM Data Retrieval is the subject matter expert responsible for overseeing timely and accurate processing of requests for patient health information, including attorney requests, subpoenas, continuing care, and requests from patients or their representatives. The role coordinates vendor partner activities and ensures compliance with vendor agreements and applicable HIPAA, Joint Commission, legal, federal, and state requirements for releasing patient information. The coordinator is a daily resource to internal and external counsel, Risk Management, Privacy and Security, and other departments. The position monitors facility and corporate release-of-information (ROI) work queues, inboxes, applications, and Epic queues to ensure timely processing and help prevent payer recoupments and revenue loss. It also reviews and develops ROI policies and procedures, generates and distributes reports, provides Epic ROI workflow training, manages user access and requestor directories, and recommends process and technology improvements.

Requirements

At least one year of experience working directly with related processes, or three years of experience working with medical record documentation and regulatory requirements in an acute healthcare setting.
Completed education from an accredited program with an associate degree and Registered Health Information Technician (RHIT) certification through AHIMA.
Proficiency in communicating and performing assignments to avoid backlogs and provide expected service to multiple departments.
Organization and communication skills.
Keyboard dexterity and ability to focus while seated for extended periods.
RHIT certification through the American Health Information Management Association (AHIMA).

Nice To Haves

Three to five years of experience working with related processes and supporting interdepartmental teams in an acute healthcare setting.
Certifications applicable to the specialized area of expertise.
Bachelor's degree with Registered Health Information Administrator (RHIA) certification through AHIMA.
Project management background.
Strong verbal and written communication and organizational skills.
Ability to prioritize and multitask among competing needs, work independently, and deliver on expectations.
Subject matter expertise.

Responsibilities

Oversee timely and accurate processing of requests for patient health information, including attorney requests, subpoenas, continuing care, and requests from patients or representatives.
Oversee ROI vendor partner activities, audit vendor staff quality, review and validate vendor service agreements, review facility monthly invoices for accuracy, and ensure compliance with applicable requirements.
Serve as a daily resource to internal and external counsel, Risk Management, and Privacy and Security on medical-record matters; place system Release Restriction flags when appropriate.
Support Denial Mitigation, Revenue Integrity, Patient Financial Services, the Revenue Cycle Correspondence Team, and other groups to help avoid payer recoupments and revenue loss.
Monitor and report on BOC facility ROI work queues and coordinate with facilities to ensure timely processing.
Monitor and report on other BOC ROI work queues, including ROI Open Claims Attachments, and coordinate as needed.
Monitor the corporate Outlook ROI inbox to prioritize and process incoming requests.
Monitor ROI applications and platforms, including Sharing Hub and Chart Gateway, to review and validate authorizations, complete requests, and coordinate other ROI needs with departments.
Monitor and report on Patient Financial Services HIM Requests for Medical Records Epic work queues to ensure timeliness and avoid revenue loss.
Generate, review, format, and distribute ROI reports, such as Weekly ROI Productivity and payer ROI frequency reports.
Review and develop policies and procedures for ROI activities, applying knowledge of federal and state regulations.
Serve as the EPIC BOC ROI Credentialed Trainer and organization-wide training resource; validate completion of ROI workflow training for BOC user access and coordinate access termination as applicable.
Maintain the Epic ROI requestor directory, including additions and deletions.
Assess and recommend process changes, workflow opportunities, and technology improvements to leadership and other departments.
Perform other special projects and duties as assigned.