This position is a knowledge expert responsible for overseeing the day-to-day processing of all release of medical records information requests in a timely and efficient manner ensuring accuracy and providing customers with the highest quality product and customer service. In addition, this position serves as a resource for Release of Information Specialists I and II and must be able to effectively perform all of the duties associated with these positions. Associate must at all times safeguard and protect the patients right to privacy by ensuring that only authorized individuals have access to the patients medical information and that all releases of information are in compliance with the request, authorization, company policy and HIPAA regulations.
Essential Duties and Responsibilities
Coordinates on-site Release of Information Specialists activities for HealthPort via direction from District Manager or Area Manager.
Serves as the liaison between Area/District Manager and member facility for on-site Health Information Management Manager/Director when daily issues arise.
Keeps Area and/or District Manager informed on associates performance and helps to identify training opportunities.
Provides feedback and makes recommendations for commendations, performance reviews and progressive disciplinary actions.
Oversees pending for sites under direction of District Manager.
Performs other tasks as assigned including but not limited to working at various member facilities as business needs arise.
Works at alternate sites whenever necessary at the direction of the Area and/or District Manager.
Assists with corrective action plans (CAPs), QIs, and QAs as directed by Area and/or District Manager
Attends facility meetings as required, in the absence of or in conjunction with the Area and/or District Manager, and reviews outcomes and any resulting action items with District Manager or Area Manager before implementing.
Provides coverage for on-site Release of Information Specialists in the event of backlogs, illness, vacation, or leave of absence.
Exercises sound judgment and critical thinking skills in the execution of job duties and knows when to ask for guidance and/or share information with supervisor and/or manager for uncommon ROI requests.
Effective verbal and written communication skills.
Assists with the training and provides coaching for Release of Information Specialists I and II at their assigned sites or other sites in the area.
Displays expertise in all HealthPort and customer software applications and other products as necessary.
Demonstrates working knowledge of esmartlog, smartlink , rep on line and other work tools and software.
Generates reports from e-smartlog, rep on line and other work tools and software as directed by Area and/or District Manager
Demonstrates superior knowledge of smartlink, esmartlog, rep on line, HealthPort Connect and other work tools and software.
Submits weekly reports as directed by Area and/or District Manager
Performs quality checks on all work to assure accuracy of the release, confidentiality, and proper invoicing.
Maintains equipment in excellent operating condition (inside and out) and troubleshoot equipment issues with assistance from the Help Desk department.
Remains abreast of processes and procedures for installing applicable HealthPort operational software.
Maintains a clean and orderly work area, insures that records and files are properly stored before leaving area, and insures adequate supplies to meet customer requests.
Provides excellent customer service by being attentive, respectful and professional at all times; insures understanding of customer request and follows-through as promised; being proactive in identifying and addressing member concerns, or problems. Helps resolve customer service matters in a professional manner.
Identifies ways to accomplish tasks more efficiently and develops solutions to resolve customer concerns.
Works with release of information associates to achieve operational objectives while minimizing staff conflict.
Performs responsibilities in accordance with HealthPort and member facilities policies and procedures and state and federal labor regulations and works to minimize confidentiality breaches.
Maintains working knowledge of the current state laws regarding fee structure, and HIPAA regulations as well as facility policies and procedures in regards to release of information.
Maintains confidentiality, information security and ethical behavior when handling all HealthPort and medical records information during transport, storage and disposal. Will not remove medical records information from member site unless written authorization is provided by the facilitys Health Information Management Director, HealthPort Area and/or District Manager or Regional Vice President of Operations.
Displays commitment to being punctual and thorough, setting an example for other HealthPort associates at the site.
Adheres to all HealthPort time and attendance policies or applicable law covering meal breaks and rest periods. Records all accurate work hours in HealthPorts designated time keeping system daily and adheres to HealthPorts overtime policy and procedures for requesting time off or change in schedule.
Facilitate effective solutions in ambiguous situations.
Works with ROI Specialists and employees at member facility to foster positive working relationships.
Maintains a neat, clean, and professional personal appearance and observes the dress code established.
Coordinates special projects and tasks as assigned by the Manager and/or Director
Performs other tasks as assigned including but not limited to working at facilities within 50 miles of principal site as business needs arise.
Adheres to HealthPorts Code of Conduct and business standards.
Ability to perform all Release of Information Functions at assigned site including but not limited to:
Ability to effectively use facility Information Systems
Completes release of information requests including retrieving patients medical charts and returning charts, copying/scanning medical records accurately and correctly, according to requests, established procedures, and established standards of quality and productivity; and electronically transmits medical record to processing operations.
Insures accurate and timely Retrieval and Release of Health Information
Insures accurate and timely Reproduction and Imagining of Health Information through HealthPort systems, scanners, fax, etc.
Insures transactions are appropriately documented and all transactions at site are completed thoroughly, timely and accurately
RequirementsMinimum Qualifications
Must have at least 3 years of previous release of information, medical records, or other related experience in healthcare environment
Previous supervisory experience desired
Proven customer service experience and/or training.
Ability to effectively use computer software and technology as required by the member facility including Microsoft Word and Excel
Ability to understand and become knowledgeable of Release of Information standards, policies & procedures and HIPAA regulations and to complete work in compliance of these and other standards.
Ability to read and comprehend complex healthcare terminology
Must demonstrate effective customer service skills and achieve high customer satisfaction
Effective organizational skills
Must be able to use fax, copier, microfilm machine, and multiline phone system and other required work tools.
Must be willing to learn new equipment and required processes in a fast paced environment
Ability to work professionally, effectively, and efficiently in a team environment with customers, management and co-workers
Must be able to solve problems effectively and recommend creative resolutions.
Must be willing to travel to multiple sites based on the needs of the region
Strong analytical skills desired
Ability to generate ideas to make existing processes more efficient
Must be able to multi-task effectively
This position may occasionally require overnight travel.
Country: USA, State: New Jersey, City: Hackensack, Company: HealthPort.
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