Release of Information Specialist

Description

The Release of Information (ROI) Specialist I within the Vital Chart department of VRC Companies, LLC (“VRC”) is responsible for processing all assigned requests for medical records in a timely, efficient manner while ensuring accuracy and the highest quality service to healthcare clients. This position must safeguard and protect the patient’s right to privacy by ensuring that only authorized individuals have access to the patient’s medical information and that all Release of Information requests follow the request authorization, VRC, and healthcare facility policies as well as federal/state statutes, such as HIPAA.

In addition, the role requires consistently performing at a high quality and productivity level, maintaining open communication with the ROI Area Manager and/or ROI Team Leader regarding concerns or issues that may impact VRC performance or service expectations, and conducting interpersonal relationships in a manner designed to project a positive image of VRC.

• Primary responsibility for Continuing Care and Disability Determination Services requests, with cross‑training on other request types as deemed appropriate by the supervisor.
• Access Release of Information requests and medical records for healthcare client(s) according to the specific procedure and security protocol for each client.
• Complete ROI requests daily, prioritizing based on turnaround time frames and VRC service agreements.
• Validate requests and signed patient authorizations for compliance with HIPAA, other applicable federal and state statutes, and established procedures.
• Classify request type correctly and log into ROI software.
• Retrieve and upload requested portions of the patient’s medical chart (from electronic or physical repository).
• Perform Quality Control checks to ensure accuracy and avoid breaches of Protected Health Information (PHI).
• Verify accurate invoicing and adjust invoice as needed.
• Release request to the valid requesting entity and reject non‑HIPAA compliant or otherwise invalid requests.
• Return records to proper location per VRC and healthcare client procedure for physical repository pulls.
• Document all exceptions, communications, and other relevant information in ROI software.
• Alert supervisor to questionable or unusual requests, suspected breaches, connectivity problems, or delays that may affect timely release.
• Answer requestor inquiries informatively, respectfully, and efficiently.
• Store all records and files securely before leaving the work area.
• Ensure adequate office supplies to carry out tasks promptly.
• Be available and knowledgeable to assist with additional healthcare facilities or request types during backlogs.
• Understand that healthcare facility assignments (on‑site and/or remote) may change.
• Carry out responsibilities in accordance with VRC and healthcare facility policies, HIPAA, state/federal regulations, and labor regulations.
• Maintain confidentiality, security, and ethical standards.
• Work with privileged information conscientiously while releasing medical records efficiently, effectively, and accurately.
• Adhere to all VRC policies and procedures.
• Complete required training within the allotted timeframe.
• Create invoices and billing materials for clients and keep client information up to date.
• Perform all other duties as assigned.

• High School Diploma (GED) required; degree preferred.
• Prior experience with ROI fulfillment preferred.
• Demonstrated attention to detail, ability to prioritize, organize, and meet deadlines.
• Demonstrated documentation and communication skills.
• Demonstrated ability to maintain productivity and quality performance.
• Basic knowledge of medical records and HIPAA preferred.
• Prior experience with EHR/EMR platforms preferred.
• Experience with Windows environment and Microsoft Office products.
• Strong interpersonal skills with team members, clients, and requestors.
• Strong computer skills and Microsoft Office proficiency.
• Experience with operations of equipment such as printers, computers, fax machines, scanners, and microfilm reader/printers preferred.
• Detail‑oriented, self‑motivated, and able to remain focused on tasks for extended periods.
• Proficient in reading, writing, speaking, and comprehending English; bilingual skills desirable.

Entry level

Full‑time

Health Care Provider

Information Services