Release of Information Clerk

Description

Salary Range: $34.67 - $42.48 + applicable differentials

Division: Patient Care Services

Job Code:540

Processes requests for the release of protected patient information in accordance with applicable state and federal laws, hospital guidelines, and standards of practice.Prepares and reports birth and death certificates and other vital records information to appropriate agencies in accordance with state and federal regulations. In addition to performing the essential functions listed below, may also be assigned other duties as required.

Reports to: Director, HIM

1. Education -

Required:Associate’s degree (AA or AS) degree with a preference for health information or related concentration.

Preferred:Bachelor’s degree with a preference for Health Information or related concentration.

2. Licenses/Certifications –

Preferred:Registered Health Information Technician(RHIT) or Registered Health Information Administrator (RHIA).

3. Work Experience –

Required:One year acute care experience in medical records preferred; experience is required only if Associate’s or Bachelor’s degree not attained.

Preferred: AA, AS or Bachelor’s degree with a preference for Health Information or related concentration, or equivalent related work experience.

4. Skills/computer/specific technical–

Required:

• Strong working knowledge of HIPAA and applicable laws regarding confidentiality and release of information.
• Excellent organizational skills and ability to work well independently.
• Excellent critical thinking skills.

5. Other qualifications –

• Ability to work well and communicate effectively with persons of varying educational and cultural backgrounds.
• Excellent customer relations skills and tactfulness.

Essential Job Responsibilities

1. Receives, reviews, and prepares incoming requests efficiently, ensuring accurate identification of medical record numbers and proper distribution for processing.
2. Evaluates each request for completeness and validity, applying regulatory knowledge to confirm appropriate authorization for release of information.
3. Delivers responsive customer support, answering telephone inquiries and assisting patients, physicians, and other requesters with clarity and professionalism.
4. Collects and verifies vital records information, interviewing parents or informants and reviewing the medical record to ensure accurate and complete birth certificate data.
5. Submits birth and other vital statistics within required timeframes, maintaining compliance with state and agency reporting standards.
6. Prepares and completes death and fetal death certificates, ensuring accuracy, timeliness, and adherence to legal and regulatory requirements.
7. Processes paternity opportunity forms promptly, forwarding documentation to the appropriate agency within established deadlines.

1. Manages requests and deadlines efficiently by processing valid requests within required timeframes, including subpoenas and patient notifications.
2. Responds to inquiries promptly, returning voicemail messages within 24 hours and communicating clearly with patients, providers, and requesters.
3. Organizes and prioritizes workload effectively, tracking due dates, monitoring outstanding items, and escalating issues that may impact compliance.
4. Maintains high accuracy in documentation, preparing birth certificates with at least 98% accuracy and ensuring timely submission to the County.
5. Applies job knowledge and analytical skills to verify request validity, identify missing information, and ensure proper handling of PHI in accordance with regulations.
6. Ensures employee and patient safety by following established protocols for secure handling, storage, and release of medical information.

1. Contacts physicians, patients or other requesters to obtain information needed to complete certificates, documents, or fill requests for release of information.
2. Enters requests into electronic medical record system.
3. Reviews and screens subpoenaed records for completeness of chart and validity of requests; works with Legal and refers problematic records to supervisor for review.
4. Checks system for incomplete birth certificates on a daily basis.
5. Obtains signature of attendant or certifier within 5 days of birth.
6. Keeps supervisor informed of any issues preventing timely filing of birth or death certificates.
7. Provides cross‑coverage within the department by performing additional HIM tasks, as needed, to support operations beyond ROI and vital records.

1. Displays sound judgment and a practical approach to problem solving, seeking guidance appropriately and making decisions that support safe, compliant operations.
2. Demonstrates Patient‑Centered Care, ensuring that all interactions reflect compassion, respect, and responsiveness to patient needs
3. Maintains strict confidentiality, safeguarding protected health information and adhering to all privacy and security policies.
4. Collaborates effectively with coworkers, demonstrating teamwork, dependability, and a willingness to assist others to support departmental workflow.
5. Communicates with courtesy and professionalism, showing respect for cultural and spiritual needs and maintaining positive interpersonal relationships.
6. Provides strong customer service, responding promptly and respectfully to patients, providers, and internal staff with a solutions‑focused approach.
7. Maintains reliable attendance and punctuality, reporting to work as scheduled and complying with hospital attendance policies.

1. Participates in performance improvement activities as required.
2. Follows safety policies at all times, helps to maintain a safe workplace.

1. Completes annual mandatory events as required.
2. Works to improve knowledge on an ongoing basis.

1. Complies with all applicable laws and standards in regards to confidentiality, privacy and security.
2. Complies with department and hospital policies and procedures.

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