Release of Information Manager

Description

Summary: The Release of Information Manager position with the Release of Information Team, interprets and responds to requests for protected health information. Ensures the privacy of the patient by safeguarding and protecting protected health information in the performance of duties. Fulfills release of information requests in an accurate and professional manner within timeframes established in contracted Service Level Agreements (“SLA”) with the customer. Adheres to customer policy and Vital Records Control Companies’ (“VRC”) policy, as well as state and federal regulatory guidelines surrounding the release of protected health information. Reproduces protected health information using a variety of technologies, including photocopiers, scanners and facsimiles. Performs data entry functions, utilizing \TRC’s ROT System, to log, monitor, and complete requests for information. Provides routine service to customers regarding release of information requests. Periodically, attends meetings and/or training to keep abreast of industry and regulatory changes affecting release of information functions.

Essential Duties and Responsibilities (other duties may be assigned):

• Oversee daily operations of Release of Information staff in their region.
• Must have a minimum of two (2) years working within the Release of Information department.    
• Monitor the status of requests to ensure compliance with all SLA’s and State/Federal Regulations.
• Manage leadership team (supervisors/team leaders) to ensure effective/efficient processes.
• Act as escalation point for associate disciplinary actions, terminations, investigations, and performance management.
• Process all requests for release of information by locating and retrieving the corresponding protected health information in a timely and efficient manner and as directed by VRC policies and procedures. Safeguard and protect the patient’s privacy by verifying the requestor type and release requirements in accordance with HIPAA guidelines and VRC Policy.
• Evaluate department performance to ensure efficient/accurate completion of operational functions.
• Reproduce the requested information according to SLA timeframes and in accordance with the authorization and/or legal requirements (e.g., subpoena).
• Meets and works with HIM Managers and HIM Directors at the facilities that fall within the region/territory.  
• Verify the accuracy and quality of reproduced work and data entry prior to providing information to the requestor. Ensure the work is performed in accordance with federal and state statutes.
• Generate cover letters, prepayment invoices and mail information to the requestor. Upon receipt of payment or prepayment form the requestor, finalize the request in the ROI System.
• Confirm staff members complete all required employee training including but not limited to HIPAA and ROI procedures as needed to maintain industry compliance.
• Stay up to date on industry trends: Stay up to date on industry trends and ensure best practices of ROI operations. 
• Be willing to provide training to VRC sales staff for ROI procedures and processes as needed.
• Provide customer support for national client base when necessary.
• Communicate with stakeholders: Communicate effectively with authorized parties who are requesting confidential information, as well as with upper management and other stakeholders.
• Develop and manage relationships with external stakeholders: Work closely with external stakeholders such as healthcare providers and legal professionals to facilitate release of confidential information.
• Ensuring quality assurance: An ROI Manager should develop and implement quality assurance measures to ensure that all requests for confidential information are handled accurately and efficiently.
• Developing and implementing policies and procedures: Develop and implement policies and procedures for the release of information including the handling of sensitive and private data. 
• Review, update, and create operational policy as needed. 
• Perform other duties as assigned.
• *Advanced Excel skills preferred *
• Ability to travel via car to multiple locations within their region.  

Requirements

COMPETENCIES:

• Leadership Abilities: A Release of Information Supervisor should have strong leadership abilities to guide their team to success.
• Communication Skills: A Release of Information Supervisor should have excellent communication skills, both verbal and written.
• Attention to Detail: A Release of Information Supervisor must pay close attention to detail to ensure that confidential information is released only to authorized parties.
• Compliance Knowledge: A Release of Information Supervisor should have a strong understanding of confidentiality laws and regulations.
• Problem-Solving Skills: A Release of Information Supervisor should be able to identify problems and come up with solutions to overcome them.
• Interpersonal Skills: A Release of Information Supervisor should have excellent interpersonal skills to build strong relationships with staff members, customers, and other stakeholders