HIM Operation Specialist I

Advocate Health and Hospitals Corporation•Charlotte, NC

About The Position

The HIM Operation Specialist I processes requests for protected health information and releases records in accordance with applicable federal and state laws, HIPAA regulations, and organizational policies. The role receives and validates authorizations, identifies requester types, logs requests in OnBase and EPIC, and selects appropriate information from the legal health record and designated record set. The specialist reviews scanned documents for accuracy, reports improperly scanned documentation, and releases records in the requested format while following cybersecurity practices for electronic communications and files. The position also provides respectful customer service by answering questions, sharing request statuses and turnaround times, and explaining how to request records. Additional clerical tasks may include answering phones, copying, faxing, distributing mail, and ordering or delivering supplies. The role operates necessary equipment in a normal office environment and may perform other related duties.

Requirements

High school diploma or GED equivalent.
Typically 0–1 years of experience in healthcare or customer service.
Excellent communication, interpersonal, customer service, and organizational skills.
Strong ethics and ability to handle confidential information with integrity.
Strong research skills to identify appropriate protected health information in historical and current patient records.
Excellent spelling, grammar, and punctuation skills.
Ability to adapt to and accurately use new technology and artificial intelligence.
Understanding of cybersecurity risks and appropriate reporting procedures.
Ability to meet or exceed department quality and productivity expectations.
Advanced computer skills, including proficient keyboarding and experience with Microsoft Office, electronic mail, and/or electronic health information record systems.
Ability to read and comprehend medical terminology, human anatomy, disease processes, and/or state and federal regulations related to HIPAA and release of medical information.
Ability to work independently with minimal supervision and make sound decisions.
Strong problem-solving skills, including the ability to handle difficult situations.
Ability to prioritize workload, multitask, and work under pressure in a fast-paced environment with time constraints.
High attention to detail and accuracy.
Ability to operate all equipment necessary to perform the job.

Nice To Haves

Preferred experience in customer service, release of information, health information management, or healthcare billing.
Ability to read and comprehend medical terminology, human anatomy, disease processes, and state and federal regulations related to HIPAA and release of medical information.

Responsibilities

Safeguard patient privacy by following applicable federal and state regulations and organizational policies for confidentiality and release of information.
Receive requests, validate authorizations against legal requirements, and identify requester types.
Ensure releases comply with the request, authorization, organizational policies, and applicable HIPAA regulations and guidelines.
Log requests in the Release of Information tracking system using OnBase and EPIC, and scan authorizations into the release module according to documented processes.
Identify and select appropriate patient information from the legal health record and designated record set for each request.
Locate relevant information imported or scanned into the EHR that is not available through the release module and include it in the request as appropriate.
Review scanned documentation before release to identify incorrect patient documents and report improperly scanned documentation to a leader for correction.
Release records in the requested format, including electronic files for CD, email, patient portal, or requester portal delivery.
Follow cybersecurity requirements, including encrypting electronic communications, CDs, and email as appropriate.
Provide respectful customer service, including explaining the records request process and typical turnaround times, providing request status, and helping customers understand how to request records.
Perform clerical duties as needed, such as answering phones, copying, faxing, distributing mail, and ordering or delivering supplies.