Job Description

Fair Haven Community Health Care 

FHCHC is a forward-thinking, dynamic, and exciting community health center that provides care for multiple generations at nearly 140,000 office visits in 19 locations. Overseen by a Board of Directors, the majority of whom are patients themselves, we are proud to offer a wide range of primary and specialty care services, as well as evidence-based patient programs to educate patients in healthy lifestyle choices. As we grow and are able to bring high-quality health care to more areas that need access, we continue to put our patients first in everything we do. The mission of FHCHC is “ To improve the health and social well-being of the communities we serve through equitable, high quality, patient-centered care that is culturally responsive .”

For over 50 years, we have been a health care leader in our community focused on providing excellent, affordable primary care to all patients, regardless of insurance status or ability to pay. Fair Haven is proud to have a diverse and motivated team of professionals who are constantly seeking ways to enhance and improve the health and well-being of all patients.  We believe that everyone should have access to high-quality medical and dental care, regardless of ability to pay.

Job purpose

Reporting to the Manager of the Health Information Management (HIM) Department, the HIM Assistant is responsible for release of patient information to duly authorized recipients within the timeframes established by the department. Duties are performed in accordance with policies, procedures, State and Federal Law, and Regulation. 

Duties and Responsibilities

The Health and Information Management Assistant will maintain records of information released in accordance with HIPAA requirements, and prepare summary reports of activities performed for Quality Improvement purposes. Typical duties include but are not limited to:

• Explains confidentiality and release of information procedures to patients and other requestors of information either in person, by telephone, fax or in writing
• Reviews written requests for information and authorizations for completeness and compliance with applicable policies, law and regulation
• Screens requests for matters related to possible litigation and liability cases
• Selects information from the patient’s medical record to fulfill request, applying the “minimum necessary information” standard
• Responds to requestors whose request or authorization is incomplete or invalid, providing direction on the means by which to make the necessary correction
• Logs all request in EPIC’s Release of Information (ROI) tracking module
• Generate billing invoices as applicable, in EPIC’s Release of Information (ROI) tracking module
• Responds to subpoenas and assure delivery to the Court on the specified appearance date in the absence of the HIM Manager or HIM Coordinator
• Responsible for answering incoming calls, mail distribution, and assisting walk-in visitors 
• Monitor and respond to emails, voicemails and the EPIC In-Basket
• Coordinates record “audits” initiated by insurance carriers, governmental agencies or internal requestors and research as necessary
• Receives records from other health care providers and distribute to the appropriate clinician for review
• Prioritizes tasks and organize own work-day for self
• Participates in Departmental Quality Improvement activities, educational and training sessions regarding HIPAA or other regulatory requirements
• Utilizes software in performance of duties
• Performs routine maintenance of assigned equipment
• Performs other duties that relate to the daily functioning of the ROI unit.

Qualifications

• High School Diploma or GED required.  Medical terminology preferred
• A minimum of one (1) year experience in release of information in medical records or a combination of healthcare clerical experience that includes data entry, and verification of information with experience in electronic health systems (e. g. Epic)
• Attention to detail and the ability to work independently with minimal supervision is a necessity.
• Excellent computer skills and ability to use office programs are essential
• Experience with clinical data (e.g., Epic) and experience with provider coding practices strongly preferred
• Must be confident with taking initiative and have the ability to quickly adapt and learn in an ever-changing technical, contractual, and regulatory environment

Direct Report(s) 

None

OSHA Status

Category III—Low Risk Position

Generally works in an office environment with no exposure to bloodborne pathogens

Physical requirements

Physical Demands: Requires walking, bending, sitting, standing, writing, reading, telephone use, data input into computer, pulling medical records, Mental Demands: Ability to cope with continual changing priorities under potentially stressful conditions.  Manual Dexterity Required:  Ability to use a keyboard, telephone.

American with Disabilities Requirements

External and internal applicants, as well as position incumbents who become disabled, must be able to perform the essential job specific functions (listed within each job specific responsibility) either unaided or with the assistance of a reasonable accommodation to be determined by the organization on a case by case basis.

Fair Haven Community Health Care is an Equal Opportunity Employer. FHCHC does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.

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