Health Information Management Associate

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Contributes to Beth Israel Lahey Health’s (BILH) mission by providing support to the Health Information Management Department and by providing release of information and Birth Registry services. This position will have an impact on patients and other health information management customers by providing accurate and complete records in a timely manner and making every encounter with our patients, patients’ families, co-workers, physicians, and other customers the best that it can be.

This role is located on-site at 8 Presidential Way, Woburn, MA.

Job Description:

Essential Duties & Responsibilities including but not limited to:

Consistent with the WE CARE principles and inherent in a hospital environment, employees must be flexible in meeting patients’ and BILH’s needs. While the list below describes the primary functions of this job, all employees at BILH need to recognize that an essential element of their job is the ability to respond to unanticipated and/or changing situations. This may result in assuming responsibilities or tasks, which are not on this list.

As part of the Health Information Management team (HIM), the Release of Information position:

• Analyzes requests and authorizations for the release of health information from attorneys, insurance companies, patients, etc. Verifies patient information for accuracy and completeness. 
• Accurately logs requests for information into the automated Release of Information module in Epic within 24 hours of receipt. Enters description of the request and narrative comments
• Scans the requests for information appropriately into the patient’s medical record in Epic.
• Organizes workload to comply with deadlines and priorities.
• Abstracts accurate information from the medical record according to the type of request. Gathers information as necessary in order to complete the request. Obtains hospital certification of copies of the record if required.
• Understands and follows state and Federal laws and department policy whenever releasing protected health information. Uses appropriate reference materials when completing requests for confidential patient information.
• Review subpoenas for validity prior to acceptance. Obtains patient authorization as legally appropriate. Respond to subpoenas by return date.
• Seeks court order for all requests containing sensitive and/or privileged information
• Works with law enforcement when requested to accept search warrants.  Notifies in-house counsel immediately.
• Notifies hospital’s General Counsel for all subpoenas that include requests for sensitive information, allowing enough time for counsel to claim privilege in court.
• Assists in the coordination of third-party audits of medical records as necessary.
• Creates Inspector Key for onsite auditors reviewing medical records in Epic
• Able to confidently explain to customers HIPAA federal law and Massachusetts General Law 111 section 70 and their requirements and restrictions.
• Able to confidently explain to customers probate court procedures in order to name an administrator of a person’s estate.
• Assists patients and other third parties who are requesting access/view, requests for amendments, requests for an accounting of disclosure, and requests to restrict protected health information.
• Escalates requests to management and/or legal counsel when necessary and as appropriate
• Responds to walk-in visitors for medical information as stated in the policy.
• Coordinates schedules and prepares medical records for outside contract copying service to maintain the timeliness of response to correspondence requests.
• Handles telephone requests for release of information according to department policy and procedure. Acts as receptionist for the department.
• Retrieves medical records for contract copying services.
• Provides duplication of microfiche/microfilmed medical records when necessary.
• Processes all incoming and outgoing mail. Retrieves incoming mail from the Mailroom, and sends it to appropriate sections of the department. Opens, prioritizes, and distributes all incoming mail for release of information.
• Orders and maintains supplies for the department on a weekly basis.
• Retrieves, copies, and coordinates delivery of medical records for various audits, Permidion (Medicaid), RAC (Medicare).
• Maintains release of information record pull area in a neat and organized manner

Minimum Qualifications:

Education:

High School Diploma required

Experience:

At least two years medical record experience

Skills, Knowledge & Abilities:

• Knowledge of medical terminology.
• Knowledge of release of information according to federal and state guidelines, regulations and statutes concerning confidentiality and release of information.
• Excellent communication and customer service skills.
• Knowledge of state guidelines related to Birth Certificates

Pay Range:

$20.00 - $26.92

The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law.  Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled