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   Current UPMC employees must apply in HR Direct

HIM Technician/Release of Info

Description

Purpose:
Under the direction of the Manager - Release of Information (ROI), work in a centralized release of information operation that will support the UPMC ARHS (Altoona Regional Health System). Performs the duties related, but not limited to, the retrieval and distribution of medical record information needed for patient care, insurance, personal retention, research, and legal purposes. Release patient health information appropriately to requestors according to State and Federal regulations as well as UPMC and HIM Departmental Policies and Procedures.  
This position also involves extensive customer service such as answering the telephone, providing assistance to customers regarding the status of requests for release of information, accurately relaying the process that needs to be followed to obtain medical information, assisting a customer on-site by gathering their medical records for release and facilitating payment for those records, and speaking with physicians or other healthcare entities regarding requests for records.

Responsibilities:
  • On occasion, assures timely and accurate processing of death certificates and proper release of bodies in accordance with appropriate UPMC and Commonwealth of Pennsylvania Bureau of Vital Statistics regulations. When applicable, provides assistance to other areas of the health information management department.
  • Answers telephone promptly and professionally. Handles inquiries appropriately and in a timely manner. Check the audix daily for messages pertaining to release of information and return calls from the audix within two business days.  
  • Monitor the facsimile machine's incoming transmittals; evaluate each faxed request to determine if it is a stat fax or a non stat fax. Receive, stamp, and distribute the incoming mail appropriately on a daily basis. Maintain all record pick-up areas and work areas within the HIM Department in an organized and accurate manner.
  • Understand that there may be times when the ROI HIM Technician may be asked/required to work a different shift to provide coverage or may be asked/required to work overtime based on the operational needs of the department.  
  • Balance team and individual responsibilities while contributing to building a positive team spirit. Adapt to changes in the work environment, as necessary, and be able to prioritize work with the assistance of the HIM Coordinator, Manager, Associate Director or Director.
  • Maintain a log of activities and productivity to submit to the HIMI ROI Manager on a daily basis
  • Ensures authorizations for release of health information are HIPAA and State compliant and releases patient information in accordance with minimum necessary guidelines.  
  • Ensures mode by which information is released (fax, mail, UPS, or electronic) is appropriate for the nature of the request. Scans requests for health information into the proper work queue. Log all requests received and processed into the release of information database, capturing all of the required fields. 
  • Forward all requests for information not stored in the Health Information Management Department to its appropriate location for processing.
  • Retrieves medical records, microfilm and/or electronic records as needed for the requestors by utilizing appropriate electronic systems such as Medipac or other hospital information system, Meditech, MARS, PowerChart, AccessANYware, HPF Webstation, HPF ROI module, Emtek, Iron Mountain Connect, or any other electronic health information repository or HIM-specific application. Provides information in a timely manner to meet needs of customer and to stay within designated HIPAA time frames for release of information.
  • When processing billable requests, ensure that the correct billing tier was selected for the request and know when a requestor should be pre-billed. Keep track of outstanding pre-billed requests and call requestors as a reminder that payment is due. 
  • Process payments for medical records as per the HIM Departmental procedure; ensure that all payments are posted and that the ROI employee who processed the request is notified within 24 hours of receipt of payment. 
  • Maintain the cash box for walk-in payments appropriately and ensure that correct change is provided to customers if needed.
  • Ensures appropriate release of information procedures are followed as required by UPMC policies, and State and Federal confidentiality regulations. 
  • Verifies and identifies authority of requestors of information as well as using appropriate methods to identify patient and dates of service to be released.
  • Accurately assemble the official medical record upon request in accordance with UPMC Corporate policy for regulatory reviews and court appearances. 
  • Performs quality checks on records before printing/copying the medical record, prior to release of health information. Contacts the Record Processing Department to have any wrong patient information removed from the chart prior to completing the request. 
  • Adhere to the department productivity and quality standards. Continuously look for and make suggestions on ways to improve work process and systems.
  • Interacts with UPMC researchers and ensures UPMC procedures regarding release of Protected Health Information for research purposes are followed. 
  • Establish and maintain good rapport and cooperative relationships with medical staff, clinicians, co-workers, supervisors and other UPMC employees.

Qualifications

REQUIRED: 
  • High School diploma or equivalent.
  • Minimum of 2 years customer service experience (telephone inquiries).
  • Computer/keyboarding skills and working knowledge of office equipment operations.
  • Ability to accurately relay information and communicate, both verbally and in writing, in a tactful and courteous manner with peers, department management, physicians, customers and other healthcare professionals.
  • Ability to multi-task and work well in high-stress situations.
PREFERRED:
  • One year previous medical record department related experience. Prior medical terminology education.
  • General knowledge of Pennsylvania and Federal HIPAA (Health Insurance Portability & Accountability Act) regulations regarding proper release of information procedures.
  • Prior exposure to document imaging systems and other healthcare computer application.

Licensure, Certifications, and Clearances:

UPMC is an Equal Opportunity Employer/Disability/Veteran

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   Current UPMC employees must apply in HR Direct

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