Records Management & Vendor Relations Specialist-QA506802

ICL•New York, NY

About The Position

The Records Management & Vendor Relations Specialist plays a crucial role in ensuring the efficient management and maintenance of healthcare records within ICL. This individual is responsible for handling various aspects of records management, including compiling records for formal requests ensuring compliance with relevant legal and regulatory requirements. This role requires excellent organizational skills, attention to detail, and a strong understanding of healthcare record management practices. The Records Management & Vendor Relations is responsible for understanding, implementing, and answering questions regarding HIPAA privacy and other regulatory and legal requirements related to and the confidentiality of records. Responsible for processing and tracking requests for release of information from ICL’s medical records system(s) within regulatory timeframes and for assessing the appropriateness of disclosures. The safeguarding and protection of the patient’s privacy is paramount to this role. This position also bridges the disclosure process with operational recordkeeping and vendor oversight to ensure that: a) information is properly managed, safeguarded, store offsite in an organized manner, and accessible; and b) vendors who have access to client information execute business associate agreements and/or HIPAA training, as appropriate.

Requirements

Committed to the active promotion of ICL values and goals.
Must have strong computer software experience - general working knowledge of Microsoft Word and Excel required
Excellent organizational skills a must
Must be willing to learn new equipment and processes quickly.
Must be self-motivated, a team player.
Must have proven customer satisfaction skills
Must be able to multi-task
Strong attention to detail and organizational skills to maintain accurate and well-organized records.
Excellent communication and interpersonal skills to interact with diverse stakeholders effectively.
Ability to prioritize tasks, manage time efficiently, and work independently or as part of a team.
Proficiency of Microsoft Office software, such as Excel.
Auditing skills.
Effective problem-solving skills.
Ability to work independently.
A Bachelor's degree in an accredited college or university in a related health care field plus 3 years; OR High School diploma or equivalent and additional certification or training in medical records management;
A minimum of 4 years prior experience in a medical records department or like setting preferred

Nice To Haves

Knowledge of HIPAA and state regulations related to the release of Protected Health Information, preferred.
RHIT certification preferred.

Responsibilities

Organize record requests systematically, ensuring proper indexing, labeling, and classification for easy retrieval and tracking.
Implement and maintain efficient record storage systems, both physical and electronic, ensuring confidentiality, security, and compliance with privacy regulations.
Respond to requests for person records from authorized healthcare professionals, legal requests (i.e. court orders), record review requests from insurance companies, and other requests ensuring timely retrieval and accurate distribution of requested documents.
Maintain proper tracking and documentation of record requests, ensuring compliance with legal requirements and organizational policies.
Collaborate and coordinate with programs, compliance staff, and other stakeholders to ensure the full retrieval of requested records.
Perform data quality checks to ensure completeness and accuracy of entered information and promptly address any errors or inconsistencies.
Communicate effectively with internal staff and external parties regarding record requests, policies, and procedures.
Stay updated with relevant laws, regulations, and industry standards related to healthcare record management, privacy, and security.
Adhere to legal and regulatory requirements, such as HIPAA (Health Insurance Portability and Accountability Act), ensuring the protection of person confidentiality and privacy.
Assist in the preparation of regularly scheduled reports.
Schedule and coordinate staff and other meetings.
Ensure that internal stakeholders are aware that responding to record requests is a centralized process through periodic communication/education.
Assist with the contractor onboarding process to ensure that those contractors that are business associates execute BAAs prior to PHI receipt.
Coordinate with program and IT staff to ensure that client consents related to sharing information are accurate/sufficient.
Ensure that staff and interns are completing HIPAA training and assist with revising training as necessary.
Assist the Department in conducting periodic audits of system access controls.
Assist the Department with any investigations/complaints related to a privacy violation.