HIM Operation Specialist I

Carolinas Medical Center; United States; On-site; USD 29,000 - 43,000; Full time

Job summary

Carolinas Medical Center is seeking a Release of Information Clerk in a full-time role. The position focuses on safeguarding patient privacy, processing information requests, and ensuring HIPAA compliance within the HIM Operations department. OnBase/EPIC workflows support efficient data handling.

The role requires 0–1 year in healthcare or customer service, strong communication, and meticulous attention to detail. Schedule is 40 hours weekly, Sunday-Thursday, 1P-9:30P, with benefits eligibility.

Qualifications

• High School Diploma or GED required.
• 0-1 years healthcare or customer service experience.
• Strong written and verbal communication; HIPAA/privacy knowledge.

Responsibilities

• Protect patient privacy per HIPAA and regulations.
• Process release of information requests and verify legality.
• Log requests in ROI tracking system using OnBase and EPIC.
• Identify and extract relevant patient data from EHR.
• Ensure scanned documents are accurate before release.
• Release records in the requested format (CDs, email, portals).
• Ensure cyber security in electronic communication.
• Provide excellent customer service and update on request status.
• Perform clerical duties as needed (phone, copying, mail).

Skills

Communication skills

Interpersonal skills

Customer service

Organizational skills

HIPAA privacy

PHI research skills

Spelling & grammar

AI familiarity

Cyber security awareness

Quality and productivity

MS Office

EHR literacy

Independent work

Problem solving

Prioritization & multitasking

Attention to detail

Education

High School Diploma or GED Equivalent

Tools

OnBase

EPIC

MS Office

EHR systems

Email systems

Job description

Department:

13442 Enterprise Revenue Cycle - HIM Ops Document Management AMB NC/GA

Status:

Full time

Benefits Eligible:

Yes

Hou rs Per Week:

40

Schedule Details/Additional Information:

Sunday - Thursday 1P - 9:30P

Pay Range:

$20.80 - $31.20

Major Responsibilities:

• Ensures, safeguards, and protects patients right to privacy by staying current and knowledgeable of all Federal and State Regulations and organization policies regarding privacy, confidentiality, and release of information pertaining to continuing care, insurance, patient, and social security disability requests.
• Receives requests, validates that the authorization meets legal requirements, and identifies requester type. Ensures all releases of information are in compliant with the request, authorization, policies, and State and Federal HIPAA regulations and guidelines to safeguard the organization from legal and government repercussions.
• Logs requests into the Release of Information tracking system utilizing OnBase and EPIC. Scans the authorization into the release module according to documented process.
• Identifies and accurately selects appropriate patient information that is included within the legal health record and designated record set to process the request and to comply with State and Federal regulations to prevent a breach or a complaint from the Office of Civil Rights.
• Locates and ensures any information that is imported or scanned into the EHR that is not available via the release module is included in the request as appropriate.
• Reviews each page of scanned documentation prior to releasing to ensure there are no incorrect patient documents in the record. Any improperly scanned documentation is reported to their leader for correction.
• Releases records in the format requested, creating electronic files to export to CD's, e-mail, the patient portal, or requester portals. Understands potential dangers of lack of cyber security and follows rules around encrypting electronic communication, CD's, and e-mail.
• Provides excellent customer service in a respectful manner, ensures understanding of customer requests and assists them appropriately; this includes, but is not limited to providing status of requests, providing information on how to request records, and explaining the process including typical turnaround times.
• Performs clerical functions which may include answering phones, copying, faxing, distributing mail, and/or ordering/delivering department or facility supplies.

Minimum Job Requirements

Education

High School Diploma or GED Equivalent

Certification / Registration / License

N/A

Experience

Typically requires 0-1 years of experience in healthcare or customer service.

Knowledge / Skills / Abilities

• Excellent communication, interpersonal, customer service, and organizational skills
• Strong ethical skills to handle confidential information with integrity and keep it confidential
• Strong research skills to identify appropriate PHI in historical and current patient records
• Excellent spelling, grammar, and punctuation skills
• Ability to adapt to and accurately work with new technology and artificial intelligence
• Strong understanding of cyber security risks and proper reporting thereof
• Meet or exceed department quality and productivity expectations
• Advanced computer skills including proficient keyboarding skills and experience in using Microsoft Office products, electronic mail and/or electronic health information record systems
• Ability to read and comprehend medical terminology, human anatomy, and disease processes, and/or state and federal regulations related to HIPAA and release of medical information
• Ability to work independently with minimal supervision and make decisions with good judgement
• Demonstrates strong problem-solving skills including the ability to handle difficult situations
• Ability to prioritize workload, multi-task, and work under pressure in a fast-paced environment with time constraints
• Must have high attention to detail and accuracy

Physical Requirements and Working Conditions

• Operates all equipment necessary to perform the job.
• Exposed to a normal office environment.

Preferred Job Requirements

Preferred Experience

• Preferred experience in customer service, release of information, health information management, or healthcare billing.
• Ability to read and comprehend medical terminology, human anatomy, and disease processes, and state and federal regulations related to HIPAA and release of medical information.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

Our Commitment to You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career developmen