Medical Records​/PHI Specialist

Join Valle del Sol in our commitment to providing quality, culturally sensitive integrated primary care and behavioral health services to adults, children, and adolescents in need. Valle del Sol offers a diverse work environment, competitive pay and benefits, and the opportunity for training and advancement.

The Medical Records & PHI Specialist supports the integrity, availability, confidentiality, and appropriate disclosure of patient health information. This role processes medical record and release-of-information requests, maintains accurate electronic health records and Health Information Management (HIM) tracking tools, and assists internal teams with authorized access to health information. The specialist supports Valle del Sol’s mission by ensuring health information is handled accurately, timely, securely, and in accordance with HIPAA, organizational policies, and applicable legal and regulatory requirements.

• Reviews, organizes, scans, indexes, uploads, and maintains medical record documents in the electronic health record (EHR) and approved document-management systems.
• Ensures documents are associated with the correct patient, encounter, provider, document type, and date before finalizing or filing records.
• Identifies incomplete, duplicate, misfiled, or inaccurate records and follows established workflows to correct or upscale discrepancies.
• Maintains HIM logs, spreadsheets, queues, electronic files, and other tracking tools used to monitor record requests and department workload.
• Processes incoming records received through approved channels, including secure email, fax, electronic exchange, mail, and EHR work queues.

• Processes requests for release of information (ROI) from patients, healthcare providers, payers, government entities, attorneys, and other authorized requestors in accordance with established authorization, confidentiality, and disclosure procedures.
• Verifies that required authorizations and supporting documentation are complete before releasing information and escalates complex, unusual, or legally sensitive requests to the appropriate leader or Privacy/Compliance resource.
• Applies established minimum-necessary, identity-verification, and secure-transmission practices when accessing, using, or disclosing PHI.
• Documents disclosures and maintains required ROI records and tracking information.

• Supports internal record reviews, record-accuracy activities, audits, and other quality or compliance reviews as assigned.
• Responds to authorized requests from Valle del Sol staff for assistance locating, retrieving, or appropriately routing medical record documentation.
• Identifies recurring documentation or record-management issues and communicates trends to department leadership.
• Participates in the review and improvement of health-information workflows, procedures, forms, and practices within the scope of the role.

• Maintains accurate and timely documentation in accordance with organizational and regulatory requirements.
• Maintains the confidentiality and security of patient, employee, and organizational information in accordance with HIPAA and Valle del Sol policies.
• Promotes a safe environment for patients, staff, and visitors by following safety policies, infection control practices, and quality standards.
• Performs duties in accordance with Valle del Sol policies, procedures, ethical standards, and applicable regulatory requirements.
• Supports Valle del Sol’s mission and commitment to culturally responsive and trauma-informed services.
• Performs other duties as assigned.

Required:

• High school diploma…