Patient Information Coordinator

Duration: 3 months (High chances of extension)

The individual would need to answer telephones, sort, scan mail and train on processing patient release of information.

The Patient Information Coordinator (PIC) is responsible for the coordination and release of protected health information (PHI) to adequately respond to routine and non-routine disclosures of confidential information, both inside and outside the organization. PIC’s are responsible for ensuring all requests are compliant and adhering to hospital policy. Additionally, the PIC will provide customers with the appropriate level of service in a professional and courteous manner. This position provides direct customer service with the expectation that the PIC will be attentive and respectful and help resolve issues in a timely manner. The PIC is also responsible for daily tasks to support the department operations within the appropriate amount of time

1.    Coordinates routine disclosure of protected health information (PHI) to internal and external users.

• Accurately enters and tracks all requests for PHI as directed.
• Verifies and ensures that the requesting individual has a legal right to the medical records
• Confirms that the authorization is valid and HIPAA compliant
• Determines "minimum necessary", which requires providers to request, release, or disclose only the minimum amount of information necessary to fulfill the needs of the user requesting the information.
• Coordinates required PHI from the Business Office, Case Management, Risk
• Management, and other outpatient departments for appropriate response within specified time frame.
• Assist in processing large audits
• Interacts with requestors to identify medical records needed for release of information and prioritizes requests.

2.    Collects and processes revenue from billable requests upon receipt.                      

• Checks the lockbox daily for payment from requesters
• Accurately credits appropriate requester via computer
• Send out requested medical records upon receipt of payment
• Re-invoices every 30, 60 and 90 days requesters for any balances due as appropriate.

3.Provide additional administrative support according to the schedule

• Perform tasks assigned on the daily schedule
• Answer the phones within the appropriate amount of time
• Check the voicemail throughout the day
• Assist with additional schedule coverage when needed
• Print out microfilm when assigned
• Track and order charts that are retrieved from the offsite record storage vendor
• Performs other duties as assigned

4.Responds to all web/email requests for PHI from inside and outside the facility          

• Prepares email response upon receipt of all web and email requests
• All PHI transmitted over the Internet shall be encrypted to protect it from unauthorized access
• Follows hospital policy and procedure when sending e-mails containing PHI
• Maintain quality and productivity standards set forth by department

Skills:

• Requires a complete understanding and awareness of the rules of confidentiality and the State and Federal laws pertaining to release of information.
• Other important skills include: ability to communicate effectively in verbal and written format, understanding of medical terminology, a solid background in health information practices, the ability to prioritize and organize tasks to meet internal and external standards of practice, the ability to work in a fast-paced environment and handle a large workload at times.

Education:

• Required Education:  High school diploma/GED
• Required Experience:  Three (3) years of medical records correspondence.
• Preferred Education:  Associates Degree in Health Information Technology or related field