Health Information Specialist II; Hybrid, North Carolina

The Health Information Specialist II serves as a departmental lead in the management, auditing, retention, and destruction of Alliance Health's medical, administrative, and business records. This position performs advanced, highly specialized technical and administrative duties necessary to maintain, secure, audit, and release protected health information (PHI) in accordance with federal privacy laws, state regulations, and organizational retention requirements. The Health Information Specialist II serves as the point of escalation for complex records requests, coordinates internal system security protocols, and assists the Health Information Operations Manager in developing departmental procedures that ensure record integrity, regulatory compliance, and the prevention of unauthorized disclosure of confidential information.

This position offers a hybrid work arrangement following the successful completion of a six-month probationary period. During the probationary period, the role will be fully onsite. Upon successful completion, the employee will transition to a hybrid schedule, working remotely and onsite, with an expectation of 3 to 4 days per week in the office.

Responsibilities & Duties

Process Release of Information Requests

• Process medical and administrative record release of information requests, subpoenas, and court orders within required time frames (within 30 days or as specified on subpoena and/or court order)
• Respond to phone calls, emails and fax requests from members, Disability Determination Services, attorneys, providers and others on a daily basis and within appropriate time frames
• Must have detailed working knowledge and ensure all requests are responded to in accordance with state and federal rules and regulations regarding confidentiality, HIPAA, and Part 2 and Alliance policies and procedures
• Act as primary point of contact for internal staff and external vendors regarding complex release of information requests
• Process and document Public Record requests

Prevent Records Breaches and Unauthorized Uses

• Protect medical and administrative records from breach of confidentiality and/or unauthorized use

Record Retention and Destruction

• Utilize approved retention schedules and determine length of time medical, administrative, and business records must be maintained
• Search for other records to ensure that all records for each member have been destroyed
• Log records that have met their retention timeframe using the approved destruction log
• Destroy records in accordance with Alliance policies, procedures, and state statutes
• Audit scanned records to ensure complete and accurate copies before destruction
• Act as primary point of contact for external vendors regarding record retention and destruction

Legal Guardianship Documentation Review

• Receive and manage legal guardianship documentation submitted by legally responsible parties (LRPs) and Alliance staff via email and fax
• Review all guardianship documentation for accuracy, completeness, and legal validity, confirming that authority and decision‑making rights are clearly established
• Approve valid documentation and upload finalized records into the member’s file in Jiva, ensuring timely and accurate record maintenance
• Notify the appropriate Alliance staff once guardianship documentation has been successfully reviewed and added to the member’s file
• Communicate with legally responsible parties or Alliance staff when documentation is incomplete, unclear, or invalid, and provide guidance on required corrections
• Field questions from Health Information Specialist I staff before sending it to the Manager of Health Information Operations
• Maintain and update a database of all guardianship documentation received to support compliance, auditing, and record…