Manager of Medical Records and Release of Information

VAXCARE LLC•Orlando, FL

25d•Onsite

About The Position

The Manager of Medical Records and Release of Information (ROI) is responsible for overseeing the governance, compliance, and operational execution of medical records management and information disclosure for VaxCare. This role ensures full compliance with HIPAA, HITECH, CMS requirements, and state specific medical records and ROI laws across the United States, while supporting revenue cycle operations, audits, payer requests, and public health reporting. The Manager serves as a subject matter expert on multistate privacy and disclosure regulations, leads internal and vendor teams, mitigates compliance risk, and partners closely with Legal, Compliance, Revenue Cycle, and IT to ensure secure, accurate, and timely handling of protected health information at scale. This role is critical to protecting patient trust, ensuring regulatory compliance, and supporting revenue integrity at scale. As a national vaccine management organization, accurate medical records and compliant information disclosure directly impact patient care, public health reporting, payer reimbursement, and organizational risk. The Manager of Medical Records and Release of Information (ROI) is responsible for the strategic oversight, compliance, and operational execution of all medical records management and disclosure activities for a high volume vaccine management organization. This role ensures that medical records and protected health information (PHI) are accurately maintained, securely stored, and lawfully disclosed in accordance with federal regulations (HIPAA, HITECH, CMS etc.) and state specific medical records and Release of Information laws across the United States. The Manager will serve as a subject matter expert on ROI compliance, lead cross functional collaboration with Legal, Compliance, Revenue Cycle, and IT teams, and manage internal and/or outsourced ROI operations to ensure accuracy, timeliness, and regulatory adherence.

Requirements

Bachelor’s degree in Health Information Management, Healthcare Administration, Business, or related field required
5+ years of progressive experience in medical records management, ROI, or Health Information Management
2+ years in a leadership or managerial role
Demonstrated experience managing medical records and ROI in multi‑state healthcare operations
Experience supporting high volume claims environments (millions of claims annually) strongly preferred
Deep working knowledge of: HIPAA Privacy and Security Rules HITECH Act State specific medical records and ROI laws (multistate required) CMS and payer documentation requirements
Strong understanding of immunization records, vaccine documentation, and public health reporting is highly desirable
Experience working with EHRs, document management systems, and ROI tracking tools
Expert knowledge of medical records compliance and Release of Information laws
Ability to interpret and operationalize complex, varying state regulations
Strong leadership, coaching, and cross functional collaboration skills
High attention to detail with a risk based compliance mindset
Excellent written and verbal communication skills
Proven ability to operate effectively in a fast paced, highly regulated, high volume environment
Must be able to perform job duties independently with minimal supervision.
Must have private, distraction -free workspace suitable for confidential and focused work.
Must have reliable high-speed internet to support video conferencing an regular computer use.
Employees must be able to remain in a stationary position for extended periods, as much of the work involves sitting at a computer or workstation. Some hybrid or office-based roles may also require the ability to stand for portions of a shift.
Significant use of the hands, wrists, and fingers is required for tasks like typing, using a computer mouse, and handling paperwork.
The job requires the ability to view a computer screen and read documents for extended periods.
Employees must be able to clearly express and exchange ideas in English to effectively communicate with customers and co-workers.

Nice To Haves

Master’s degree preferred
RHIA (Registered Health Information Administrator)
RHIT (Registered Health Information Technician)
CHPS (Certified in Healthcare Privacy and Security)
CHPC or similar compliance/privacy credential

Responsibilities

Oversee the end to end management of medical records related to vaccine administration, billing, and claims processing.
Establish and maintain standardized policies and procedures for medical records documentation, retention, storage, amendment and destruction.
Ensure records support accurate billing, audits, payer requests, and dispute resolution.
Partner with Revenue Cycle teams to support claims adjudication, appeals, audits, and post payment reviews.
Lead all Release of Information activities, ensuring lawful, timely, and accurate disclosures of PHI.
Interpret and apply state specific ROI laws and medical records statutes across the United States, including variations in: Authorization requirements Response timelines Fees and cost limitations Minor consent and immunization record rules
Ensure compliance with: HIPAA Privacy Rule and Security Rule HITECH Act Applicable CMS, CDC, and state immunization registry requirements
Serve as the escalation point for complex or high risk disclosures (legal requests, subpoenas, law enforcement, public health reporting).
Monitor regulatory changes impacting medical records and ROI practices and collaborate with Legal and compliance teams on same.
Conduct risk assessments related to PHI access, disclosure, and storage.
Prepare for and support internal and external audits, regulatory inquiries, and payer reviews.
Key stakeholder for corrective action plans related to privacy incidents, breaches, or compliance gaps.
Manage, train, and mentor medical records and ROI staff (internal and/or third party vendors).
Set performance metrics for ROI turnaround time, accuracy, and compliance.
Oversee vendor relationships related to ROI services, document management, or record retrieval.
Drive continuous improvement initiatives to increase efficiency, scalability, and accuracy in a high volume environment.
Partner with IT and Health Information Systems teams to ensure secure, compliant use of EHRs, document management systems, and immunization registries.