HIM Operations Specialist I

Advocate Health • Charlotte, NC

1d • $21 - $31

About The Position

The HIM Operations Specialist I processes requests for protected health information while safeguarding patient privacy and complying with applicable federal and state regulations, HIPAA requirements, and organizational policies. The role validates authorizations, identifies requester types, selects appropriate patient information from the legal health record and designated record set, and ensures relevant imported or scanned information is included when appropriate. The specialist logs and tracks requests using OnBase and EPIC, scans authorizations into the release module, reviews scanned documentation for errors, and reports improperly scanned records for correction. Records are released in the requested format, including electronic files for CD, email, patient portal, or requester portals, with appropriate cybersecurity precautions. The role also provides respectful customer service and performs clerical duties such as answering phones, copying, faxing, distributing mail, and handling department or facility supplies.

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.
• 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, email, and/or electronic health information record systems.
• Ability to read and comprehend medical terminology, human anatomy, disease processes, and/or 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, multitask, and work under pressure in a fast-paced environment with time constraints.
• High attention to detail and accuracy.

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

• Protect patient privacy by maintaining knowledge of applicable federal and state regulations and organizational policies concerning confidentiality and release of information.
• Receive requests, validate authorizations against legal requirements, and identify requester types.
• Ensure disclosures comply with the request, authorization, organizational policies, and applicable state and federal HIPAA regulations.
• Log requests in the Release of Information tracking system using OnBase and EPIC, and scan authorizations into the release module according to process.
• 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 when appropriate.
• Review scanned documentation before release to check for documents belonging to an incorrect patient and report improperly scanned documentation to a leader.
• Release records in the requested format and follow cybersecurity practices, including encrypting electronic communications, CDs, and email as required.
• Provide respectful customer service, communicate request status, explain how to request records and describe the process and typical turnaround times.
• Perform clerical duties such as answering phones, copying, faxing, distributing mail, and ordering or delivering department or facility supplies.

Benefits

• Paid Time Off programs.
• Medical, dental, vision, life, and short- and long-term disability benefits.
• Flexible Spending Accounts for eligible health care and dependent care expenses.
• Adoption assistance and paid parental leave.
• Defined contribution retirement plans with employer match and other financial wellness programs.
• Educational Assistance Program.
• Competitive compensation, premium pay for eligible shifts and other circumstances, incentive pay for select positions, and potential annual performance-based increases.
• Career development programs and well-being programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED