Release of Information Specialist - Mon–Fri 8:00 AM – 4:30PM

Vital Holdings LLC; Gardena (CA); On-site; USD 38,000 - 52,000; Full time

Job summary

VitalChart ROI Specialist I at VRC Companies, LLC handles requests for medical records with accuracy and privacy in mind. You’ll verify authorizations, classify requests, and log activity in ROI software, while ensuring HIPAA compliance and timely delivery to healthcare clients.

The role requires attention to detail, strong organization, and proficient use of Windows/Microsoft Office. Experience with ROI processes and EHR/EMR systems is preferred, with a focus on service quality.

Qualifications

• High School Diploma required; degree preferred.
• Prior ROI fulfillment experience preferred.
• Strong attention to detail and accuracy.
• Ability to prioritize, organize, and meet deadlines.
• Excellent documentation and communication skills.
• Basic HIPAA knowledge and familiarity with EHR/EMR.
• Proficient in Windows and Microsoft Office.
• Strong interpersonal and customer service skills.

Responsibilities

• Process ROI requests for medical records accurately and timely.
• Verify patient authorizations for HIPAA compliance.
• Log and classify requests in ROI software and track turnaround times.
• Retrieve and upload chart portions from electronic or physical repositories.
• Perform quality checks to protect PHI and ensure accurate invoicing.
• Release records to valid requesters and reject non-compliant requests.
• Document communications and exceptions in ROI system.
• Escalate issues to supervisor regarding delays or breaches.
• Maintain confidentiality and comply with all policies and regulations.
• Assist with training and backlogs as needed.

Skills

Attention to detail

Time management

Documentation

Communication

HIPAA knowledge

EHR/EMR experience

Microsoft Office

Interpersonal skills

English proficiency

Education

High School Diploma

Tools

ROI software

Job description

Description

The Release of Information (ROI) Specialist I within the VitalChart department of VRC Companies, LLC ("VRC") is responsible for processing all assigned requests for medical records in a timely, efficient manner while ensuring accuracy and the highest quality service to healthcare clients. This position must, always, safeguard and protect the patient's right to privacy by ensuring that only authorized individuals have access to the patient's medical information and that all Release of Information requests follow the request authorization, VRC, and healthcare facility policies as well as federal/state statutes, such as HIPAA. Additionally, this position is required to continually perform at a high quality and productivity level. This position interacts with the ROI Area Manager and/or ROI Team Leader regularly and will keep them informed of any concerns or issues regarding quality, connectivity, client concerns, and requestor issues that may impact VRC performance or service expectations. This position must conduct interpersonal relationships in a manner designed to project a positive image of VRC.

Key Responsibilities / Essential Functions

• Assigned Release of Information request types will primarily be Continuing Care and Disability Determination Services, with cross-training on other request types as supervisor deems appropriate based on experience and performance
• Accesses Release of Information requests and medical records for healthcare client(s) according to the specific procedure and security protocol for each client
• Completes Release of Information requests daily, prioritizing requests as needed based on turnaround timeframes and procedures of VRC and the service agreement between the healthcare facility and VRC
• validates requests and signed patient authorizations for compliance with HIPAA, other applicable federal and state statutes, and established procedure
• classifies request type correctly
• logs request into ROI software
• retrieves and uploads requested portions of the patient's medical chart (from electronic or physical repository)
• performs Quality Control checks to ensure accuracy of the release and to avoid breaches of Protected Health Information (PHI)
• checks for accurate invoicing and adjusts invoice as needed
• releases request to the valid requesting entity
• Rejects requests for records that are not HIPAA-compliant or otherwise valid
• For records pulled from a physical repository, returns records to proper location per VRC and healthcare client procedure
• Documents in ROI software all exceptions, communications, and other relevant information related to a request
• Alerts supervisor to any questionable or unusual requests or communications
• Alerts supervisor to any discovered or suspected breaches immediately
• Alerts supervisor to any issues that will delay the timely release of records
• Answers requestor inquiries about a request in an informative, respectful, efficient manner
• Stores all records and files properly and securely before leaving work area.
• Ensures adequate office supplies available to carry out tasks as soon as they arise
• Is available and knowledgeable to take on additional healthcare facilities or request types to assist during backlogs
• Understands that healthcare facility assignments (on-site and/or remote) are subject to change
• Carries out responsibilities in accordance with VRC and healthcare facility policies and procedures as well as HIPAA, state/federal regulations, and labor regulations
• Maintains confidentiality, security, and standards of ethics with all information
• Works with privileged information in a conscientious manner while releasing medical records in an efficient, effective, and accurate manner
• Alerts supervisor to any connectivity problems, malfunctions of software or computer/office equipment, or security risks in work environment
• Must adhere to all VRC policies and procedures.
• Completes required training within the allotted timeframe
• Creating invoices and billing materials to send to our clients
• Ensuing that client information details are kept up to date
• All other duties as assigned.

Requirements

Minimum Knowledge, Skills, Experience Required

• High School Diploma (GED) required; degree preferred
• Prior experience with ROI fulfillment preferred
• Demonstrated attention to detail
• Demonstrated ability to prioritize, organize, and meet deadlines
• Demonstrated documentation and communication skills
• Demonstrated ability to maintain productivity and quality performance
• Basic knowledge of medical records and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) preferred
• Prior experience with EHR/EMR platforms preferred
• Prior experience with Windows environment and Microsoft Office products
• Displays strong interpersonal skills with team members, clients, and requestors
• Must have strong computer skills and Microsoft Office skills
• Prior experience with operations of equipment such as printers, computers, fax
• machines, scanners, and microfilm reader/printers, etc. preferred
• Must be detailed oriented, self-motivated and can stay focused on tasks for extended periods of time.
• Must be able to read, write, speak, and comprehend English. Bilingual skills are desirable.

Notice Regarding the Use of Artificial Intelligence in Application Review

As part of our commitment in creating a fair, efficient, and consistent hiring process we may use artificial intelligence (AI) to help our recruiting teams organize, summarize, and analyze information provided by candidates, including resumes, application responses, and other materials submitted during the application process.AI may be used to identify patterns, highlight relevant skills, and experience, and assist in comparing a candidate’s qualifications with the requirement of a specific role. These tools are to improve efficiency and consistency while supporting more informed hiring decisions, which will ultimately be made by the hiring team.

Equal employment opportunity, including veterans and individuals with disabilities.

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