Release of Information Analyst

Mount Nittany Health•State College, PA

About The Position

POSITION SUMMARY The Release of Information (ROI) Analyst is responsible for processing, tracking, and fulfilling requests for patient health information in accordance with HIPAA, state regulations, organizational policy, and industry best practices. This role supports both internal and external requesters, including patients, payers, legal entities, clinical departments, and revenue cycle teams. This role uses EMR and any legacy tools to ensure accurate, timely, and secure disclosure of medical records. The position requires strong attention to detail, excellent customer service, and the ability to navigate complex workflows involving authorizations, identity verification, electronic delivery, and documentation integrity.

Requirements

High school diploma or equivalent required
Knowledge of HIPAA, state privacy laws, and organizational policies governing the release of protected health information (PHI).
Understanding of medical terminology, clinical documentation types, and common components of the medical record.
Ability to navigate Epic, including Release of Information, MyChart, Chart Gateway, and document management workflows.
Skill in reviewing authorizations for completeness, validity, and compliance with regulatory requirements.
Ability to accurately identify, select, and exclude documentation based on request parameters and system warnings.
Strong attention to detail with the ability to manage multiple requests, deadlines, and workqueues simultaneously.
Effective verbal and written communication skills for interacting with patients, providers, payers, and external organizations.
Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
Skill in problem‑solving and resolving issues related to missing documentation, failed output, or incomplete requests.
Ability to work independently and collaboratively within the HIM team to support operational efficiency and compliance.

Nice To Haves

Prior experience in Health Information Management, chart analysis, or EMR workflows preferred.
Experience with Epic Release of Information workflows preferred.
RHIT or RHIA preferred

Responsibilities

Reviews and validates incoming requests for protected health information (PHI) to ensure completeness, proper authorization, and compliance with HIPAA and MNH policies.
Creates and documents release requests in the EMR, selecting the appropriate release type, purpose, billing workflow, and delivery method.
Selects records for disclosure using date ranges, episodes, encounter‑level review, and manual selection tools.
Identifies and excludes restricted, sensitive, or non‑releasable documentation based on system warnings and organizational policy.
Generates LMR reports, CCDs, letters, and supplemental documents, ensuring accurate and timely release of information.
Processes patient‑initiated MyChart release requests.
Releases records electronically to MyChart, ensuring secure delivery and adherence to password and authentication requirements.
Reviews missing documentation warnings and follows organizational policy for continuing or holding electronic releases.
Provides support to patients regarding electronic delivery notifications and access instructions.
Ensures electronic releases meet MNH security, privacy, and documentation standards.
Reviews and fulfills Chart Gateway requests from external healthcare organizations, ensuring proper authorization and accurate record sharing.
Ensures accurate patient identification and documentation integrity when processing external record requests.
Monitors and processes ROI‑specific workqueues, including Unknown Patient Releases, Failed Output, and other HIM queues related to release fulfillment.
Assigns patients to unknown releases once identity is confirmed.
Documents follow‑up actions, comments, and routing history within Epic as required for ROI workflows.
Resolves output errors and reprocesses failed deliveries according to HIM procedures.
Ensures timely completion of workqueue items to support operational efficiency and compliance.
Scans, imports, and manages authorization documents, ensuring accuracy and proper linkage to release requests.
Reviews and attaches existing authorizations to releases when applicable.
Creates, edits, and sends letters to requesters regarding missing information, patient not found, or incomplete authorization.
Deletes or corrects authorizations entered in error following HIM policy.
Ensures all authorization documentation meets regulatory and organizational standards.
Creates batch releases for requesters needing records for multiple patients.
Adds patients manually, via Bulk Import, or through reporting tools.
Reviews each patient’s record selection and resolves warnings before generating output.
Generates and delivers batch release files using approved delivery methods.
Ensures batch releases meet accuracy, completeness, and compliance requirements.
Processes documentation requests from the billing team, including payer audits, claim verification, and reimbursement support.
Ensures timely release of records required for claim adjudication or appeals.
Collaborates with Revenue Cycle staff to clarify documentation needs.
Documents billing‑related release activity in accordance with HIM procedures.
Supports accurate accounting of disclosures for compliance and audit readiness.
Serves as the primary liaison for written patient requests to amend or addend health information, collaborating with providers to facilitate the review and inclusion of patient statements.
Review incoming patient requests for accuracy and completeness, ensuring they specify which part of the record is to be amended.
Facilitate the communication loop between the patient and the originating practitioner regarding the proposed amendment.
Append patient-authored statements to the Electronic Health Record (EHR) and ensure they are included in all future disclosures.
Maintain a log of all amendment requests, ensuring they are processed within the mandatory 60-day window.
Serves as a contact between the organization and the contracted Release of Information (ROI) vendor.
Ensures compliance with HIPAA, state regulations, and organizational privacy policies.
Participate in joint training sessions with the ROI vendor.
Communicate vendor‑related updates to leadership and staff.
Recommend process enhancements to improve service quality and compliance.
Responds to inquiries from patients, families, providers, payers, and legal representatives regarding release status and requirements.
Collaborate with Risk Management, Legal, Compliance, and IT teams as needed.
Provides clear, professional communication regarding authorization needs, delivery expectations, and timelines.
Educates requesters on available delivery methods, including electronic options.
Escalates complex or sensitive requests to HIM leadership as appropriate.
Maintains confidentiality and professionalism in all interactions
Manages high-volume, multi-line phone systems, directing calls to appropriate personnel.
Meets established productivity and quality expectations for assigned workqueues and ROI workflows.
Keeps up to date with organizational workflows, HIM policies, and HIPAA and state compliance requirements.
Appropriately handles confidential releases when requested (eg. Autopsy, SANE, CAC, etc.).
Accesses additional systems as necessary to ensure accurate fulfillment of requests.
Works with Iron Mountain for record retrieval and retention.
Supports coverage for team members during absences or high‑volume periods.
Performs related duties as assigned to support HIM operations.
Performs related and miscellaneous duties as assigned.