HIM Operations Specialist I

Advocate Health and Hospitals Corporation•Charlotte, NC

About The Position

The HIM Operations Specialist I processes requests for patient health information while protecting patient privacy and complying with federal and state regulations, HIPAA requirements, and organizational policies. The role validates authorizations, identifies requester types, selects the appropriate information from the legal health record and designated record set, and releases records in the requested format. It also provides customer support on record requests and performs related clerical duties. The position uses OnBase and EPIC to track requests and process release documentation. It requires careful review of records, attention to cybersecurity practices, and accurate handling of confidential information. The position is full time, 40 hours per week, with a Tuesday–Saturday schedule from 1:00 p.m. to 9:30 p.m.

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 ethical judgment and ability to protect confidential information.
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 proper 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 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

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 following current federal and state regulations and organizational policies on confidentiality and release of information.
Receive requests, validate authorizations, and identify requester types.
Ensure releases comply with the request, authorization, 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 in compliance with applicable regulations.
Locate relevant information imported or scanned into the EHR that is not available through the release module and include it when appropriate.
Review each page of scanned documentation before release 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 practices, including encrypting electronic communications, CDs, and email as required.
Provide respectful customer service by clarifying requests, sharing request status, explaining how to request records, and describing 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 healthcare and dependent-care expenses
Adoption assistance and paid parental leave
Defined contribution retirement plans with employer match
Financial wellness programs
Educational Assistance Program
Career development programs
Potential premium pay, including shift and on-call pay, based on the teammate's job
Incentive pay for select positions
Opportunity for annual performance-based increases