Release of Information Specialist

Join to apply for the Release of Information Specialist role at Vital Records Control (VRC).

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.

Additionally, this position is required to continually perform at a high quality and productivity level. This position interacts with the ROI Area Manager and/or ROI Team Leader regularly and will keep them informed of any concerns or issues regarding quality, connectivity, client concerns, and requestor issues that may impact VRC performance or service expectations. This position must conduct interpersonal relationships in a manner designed to project a positive image of VRC.

• Assigned Release of Information request types will primarily be Continuing Care and Disability Determination Services, with cross‑training on other request types as supervisor deems appropriate based on experience and performance
• Access Release of Information requests and medical records for healthcare client(s) according to the specific procedure and security protocol for each client
• Complete Release of Information requests daily, prioritizing requests as needed based on turnaround time frames and procedures of VRC and the service agreement between the healthcare facility and VRC
• Validate requests and signed patient authorizations for compliance with HIPAA, other applicable federal and state statutes, and established procedure
• Classify request type correctly
• Log request 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 of the release and to avoid breaches of Protected Health Information (PHI)
• Check for accurate invoicing and adjust invoice as needed
• Release request to the valid requesting entity
• Reject requests for records that are not HIPAA‑compliant or otherwise valid
• For records pulled from a physical repository, return records to proper location per VRC and healthcare client procedure
• Document in ROI software all exceptions, communications, and other relevant information related to a request
• Alert supervisor to any questionable or unusual requests or communications
• Alert supervisor to any discovered or suspected breaches immediately
• Alert supervisor to any issues that will delay the timely release of records
• Answer requestor inquiries about a request in an informative, respectful, efficient manner
• Store all records and files properly and securely before leaving work area
• Ensure adequate office supplies available to carry out tasks as soon as they arise
• Be available and knowledgeable to take on additional healthcare facilities or request types to assist during backlogs
• Understand that healthcare facility assignments (on‑site and/or remote) are subject to change
• Carry out responsibilities in accordance with VRC and healthcare facility policies and procedures as well as HIPAA, state/federal regulations, and labor regulations
• Maintain confidentiality, security, and standards of ethics with all information
• Work with privileged information in a conscientious manner while releasing medical records in an efficient, effective, and accurate manner
• Alert supervisor to any connectivity problems, malfunctions of software or computer/office equipment, or security risks in work environment
• Adhere to all VRC policies and procedures
• Complete required training within the allotted timeframe
• Create invoices and billing materials to send to our clients
• Ensure that client information details are kept up to date
• Perform all other duties as assigned

• High School Diploma (GED) required;…