HIM Operations Specialist

UNC Health•Chapel Hill, NC

2d•Hybrid

About The Position

This position processes release-of-information requests accurately, efficiently, and in a timely manner while providing high-quality customer service. The specialist safeguards patients’ privacy by ensuring that only authorized individuals receive medical information and that disclosures comply with the request, authorization, organizational policy, HIPAA, and applicable state and federal regulations. The role also analyzes patient information for compliance with Federal, State, Joint Commission, and CMS standards; monitors physician record-completion activities; and supports physicians with record completion. The specialist works cooperatively with HIM leadership, staff, physicians, and internal and external customers to meet goals and maintain quality targets. This is a full-time, hybrid position based in Chapel Hill, North Carolina, with a day work schedule and 40 standard hours per week.

Requirements

High school diploma or GED; a higher-level degree may satisfy this requirement.
One year of general medical record experience.
No licensure or certification required.

Responsibilities

Provide customer service and process correspondence and patient-information requests in accordance with organizational policies, HIPAA, and state and federal regulations; verify request dates and content.
Prioritize release-of-information requests; retrieve records from active, inactive, and interdepartmental locations; and electronically track and deliver records according to procedures.
Process requests while maintaining confidentiality; handle STAT requests; send action letters; enter requests and request charts promptly; and meet stated turnaround times of 3 to 5 days.
Perform self-quality checks to ensure accurate releases and maintained confidentiality.
Handle patient health-information requests and inquiries received by mail, fax, phone, or in person.
Verify that the requesting party has a legal right to request the patient’s medical information.
Provide attentive and respectful customer service, clarify requests, follow through as promised, proactively identify concerns, and help resolve customer-service matters politely.
Coordinate with the outside vendor copier service to ensure medical records are available by deposition dates.
Analyze and monitor record-completion activities of suspended physicians, generate automated incomplete-record notices, and assist physicians with record completion.
Analyze patient information for compliance with Federal, State, Joint Commission, and CMS standards.
Evaluate scanned images for correct indexing, patient verification, and legibility; identify scanning-quality and indexing errors and promptly correct them through rescanning batches or images.
Work with departmental leaders to research and resolve issues reported by physicians, other departments, and customers.