Release of Information Specialist

  • Requisition ID: 178862
  • Department: 100736 Health Information Mgt
  • Schedule: Full Time - Eligible for Benefits
  • Shift: Day
  • Category: Clerical & Administrative Support

Position Purpose

A Release of Information staff member provides coverage for release of information functions for both medical records and imaging, including written and verbal requests for health information for all of the Renown Health System. The other main responsibility is patient and physician communication of medical/imaging information within the HIPAA guidelines. Duties include: Opening mail, verification of proper authorization, using the electronic Master Patient Index system to obtain medical record numbers and encounter sites, using chart location system to locate paper charts, using EHR system to locate electronic health information, using PACS system to locate electronic imaging health information, copying health information, billing for copies of health information when applicable, entering all releases into the electronic Release of Information module, answering telephone calls related to the release of information function and assisting walk-in customers at the Release of Information location. Releases are made following HIPAA, CMS regulations, federal and state laws and the Renown Health release of information policies.




Nature and Scope

The Release of Information (ROI) staff is responsible for processing information requests from various sources including patient, continuum of care, legal, and audit requests. The ROI staff ensures the correct releases are obtained to comply with all federal and state regulations related to releasing medical information. The ROI Specialist has the authority and responsibility to modify patient demographics, merge patients and make major changes to patient data in PowerShare, PACS, EPIC and DICOM functions related to imaging specifically as needed.


Processing Mailed Requests for Information:

Sorts, opens, and reviews all requests to ensure HIPAA compliance. Returns non-compliant requests to the requestor with authorization requirements. Processes all patient, third-party, and Centralized Business Office requests for medical record information.


Processing Walk-in and Interdepartmental Requests for Information:

Assists all walk-in customers in obtaining medical records/images and completion of the “Authorization to Release Protected Health Information Form”. Copies/prints medical records/images for patient transfers Processes requests for medical record/images copies for Risk Management, Utilization Management, and other departments within the organization. Answers phone calls and processes requests from physician offices.


Processing Requests via EPIC Release of Information Module/Right Fax/Requesting charts from Off-Site Storage.


Logs all requests into the EPIC release of information module to ensure proper tracking and reporting.

Maintains up to date requestor database with current addresses and contact information. Invoices all billable requests in accordance with federal guidelines related to copy fees. Posts payments for record copies into the EPIC release of information module and follows up with requestors on outstanding invoices. Requests paper charts that are stored at off-site locations and at the record storage facility. Appropriately selects the correct patient medical records that are requested and release the records as requested within the timeframes required by Renown Health Policies and mandated by the federal and state regulations.


Ensures compliance within release of information guidelines related to patient confidentially set forth by Renown Health, the state, and the federal government in order to correctly report the minimum amount of information necessary to assist those mailing in requests, faxing in requests, calling or walking-in to the release of information location.


This position must be able to make routine decisions involving verification of appropriate authorizations, prioritizing request, problem solving record locations, problem solving in customer service for internal and external customers.


General Duties:


Support department activities such as answering the phone, providing customer service, and performing back up functions for other positions in the department. Assist in new employee and HIM student orientation and training. Knowledge of all departmental procedures and personnel must be kept current in order to facilitate questions that may arise when performing reception duties. Consistency, accuracy, promptness, and adherence to productivity standards are of paramount importance. Work directly with third party vendors as needed in regards to office equipment and maintenance.

This candidate must be familiar with Electronic Health Records, web-based transcription systems, and electronic document/image systems to be able to produce requested information in a timely and accurate manner. This position assists internal and external customers by developing and maintaining positive working relationships with other departments, entities physicians, and outside agencies.

Individual must be knowledgeable of Renown initiatives such as MyChart to educate patients and their families to optimize their release of information experience. We collaborate with our patients, families, employees, physicians and communities.

This position requires the demonstration of critical thinking skills and the ability to work independently.

This position is expected to safeguard patient information and enforce privacy and confidentiality policies and practices and to adhere to federal and state guidelines. Breaches are to be brought to the attention of HIM Management immediately.

This position has the authority to solve problems following established company guidelines. Decisions that must be referred to a supervisor are; release of information situations not covered in the Standards of Work or policies, matters that can negatively impact the company, time-off requests, sick time, work schedules, interoffice problems, etc.




· Adopts a philosophy consistent with the Renown Health’s Mission, Vision, and Values and models these standards.

· Ability to interact effectively and demonstrate oral communication skills when dealing with all customers, including physicians, peers, patients, and external customers.

· Demonstrates command of written and telephone communication skills.

· Ability to work independently and demonstrate problem-solving skills.

· Organizational skills to effectively demonstrate the ability to prioritize tasks during job performance.

· Knowledge and understanding of the requirements for complete medical records, per Hospital/facility Bylaws, The Joint Commission, Federal, State, and regulatory body regulations.

· Ability to maintain confidentiality and adhere to federal, state, HIPAA, and hospital policy in regards to privacy of patient health information.

· Knowledge and understanding of computers to confidently monitor and obtain information from electronic medical records and database systems.

· Knowledge of Windows Operating System, Microsoft Office products, Electronic Health Records, Document Imaging Systems, and office equipment.


This position does not provide patient care.




The foregoing description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills and efforts or work conditions associated with the job. It is intended to be an accurate reflection of the general nature and level of the job.




Minimum Qualifications
Requirements - Required and/or Preferred




Must have working-level knowledge of the English language (including; reading, writing, and speaking English).


Requires a minimum of one-year experience in a Health Information Management Department or equivalent in a health care setting. Also possess excellent communication skills and have the ability to interact with and troubleshoot release of information questions. Previous electronic health record and document imaging system experience preferred. Previous Release of Information experience preferred.




Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) preferred.

Computer / Typing:

Must possess, or be able to obtain within 90 days, the computer skills necessary to complete online learning requirements for job-specific competencies, access online forms and policies, complete online benefits enrollment, etc.


Renown Health exists to make a genuine difference in the health and well-being of the people and communities we serve. And it is through your passion that this mission is made real every day. The relationship with employees is the foundation for success as we proceed with our strategic direction. We strive to build upon this solid partnership by offering a comprehensive and competitive benefits package that meets the diverse needs of employees and their family members.

With my CAREER Rewards there's peace of mind in knowing that Renown Health is also fighting for the most important things in your life - family, finances and future. Navigate options and make sure you are getting the most value from your Nursing career with us.

  • Icon- Edu Assistance@1x

    Education Assistance

  • Icon - PTO@1x

    Paid Time Off

  • Icon - 401@1x

    401(k) Company Match

  • Icon - Flexible Env@1x

    Flexible Work Environment