Job Description

The Health Information Access Specialist is responsible for advanced level problem solving, organizing, training, and communicating within the department.

This position is responsible for processing release of information requests for urgent, STAT, research, billing, patient use, and many other purposes. Release is performed by this person using multiple sources of media. This position also serves as the electronic health record external access support contact providing appropriate support and/or access to information while maintaining the utmost patient confidentiality, as well as supporting the contracted release of information vendor. The incumbent also manages the advance medical directive process of review and acceptance/rejection, scanning and acknowledging receipt of an advance directive via letter to the patient. Rejected documents may require staff to work with the patient to ensure accuracy of forms. This includes working with the patient and their families, and internal staff to ensure the document is valid prior to scanning it into the EMR. The incumbent is expected to make independent, on-the-spot decisions, which are typically in response to state statutes and federal regulations.

This position requires considerable amount of knowledge of Release of Information and policies regarding privacy and security of protected health information (PHI), as well as excellent organizational, communication and interpersonal skills necessary to support the wide variety of customers both internal and external to Tufts Medical Center. This is needed in order to ensure that the patients' PHI remains secure while maintaining and/or releasing critical information to meet the organization's mission of patient care, research, teaching and community outreach.

PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS:

• Release of Information/Advance Medical Directives/ External Access Support
• Requests for release of information
• o Review, access for compliance, prioritize, process/reject requests for ROI for all of Tufts Medical Center, determining the most efficient mode of delivery as to not negatively impact patient care, payment of claims, or accommodating Federal regulatory mandates, as well as to avoid any potential breaches
• Maintain accurate and complete ROI databases to account for all disclosures
• Follow statutory guidelines and other regulations to independently evaluate and respond appropriately to requests from individuals, families, legal representatives, insurance companies, healthcare providers or government agencies for the release of patient health information
• Advance medical directives and legal documents
• Review, assess for compliance, approve/accept or reject and scan applicable documents into the electronic health record
• Work with clinicians, social workers, and patients/families, etc. to ensure the most current, complete and appropriately documented patient directives and other miscellaneous legal documents and filed appropriately
• Schedule, coordinate and work with external customers regarding access to the paper and electronic health record including research, insurance and other quality audits and general viewings, as legally authorized
• Ensure privacy and security of all protected health information accessed and released is maintained at all times
• Provide telephone support from both internal and external callers (e.g., staff, doctors, patients, insurance companies, attorneys, etc.)

Qualifications

JOB KNOWLEDGE, SKILLS AND EDUCATION:

Education Minimum High School Diploma or equivalent

• Preferred Education in Health Information Management, Nursing, Medical Assistant, or other health care related field
• Work Experience Minimum Three (3) years progressively responsible medical records management experience. Two and four year education in Health Information Management, or health care related field, may be substituted for years of experience. Preferred

Licenses &Certifications

• Minimum Preferred RHIT or RHIA, Certified Medical Assistant, Certified Nursing Assistant
• Excellent verbal and written communication skills
• Knowledge of indices and filing systems necessary to file, store, and retrieve information from paper and electronic record systems preferred (terminal digit filing preferred)
• Ability to locate, read, interpret State and Federal (HIPAA) Statutes/Regulations regarding using and disclosing protected health information, advance medical directives, declaration to physicians, and other miscellaneous legal documents
• Know how to respond to such documents and identify when urgent action is required
• Ability to examine the record and verify patient identification
• Ability to examine a form and determine its proper placement within the paper or electronic record
• Ability to identify nonstandard forms and determine action required
• Advanced knowledge of medical terminology, medical record format, content and medical documentation order
• Advanced knowledge of anatomy, physiology and disease processes sufficient to clearly understand the content of the medical records, understand the information needs of the care providers, and to associate a medical condition with the standard exams and procedures
• Detail orientated and ability to be self-motivated to complete duties in a timely manner
• Excellent interpersonal communication and team skills in a complex organizational setting
• Ability to react to frequent changes in duties and volume of work
• Excellent internal and external customer service skills with the ability to remain calm, be patient and respond professionally to all requests
• Ability to work in a team environment and to collaborate with a variety of professionals
• Knowledge of and experience with conflict resolution techniques and problem analysis/resolution skills preferred
• Excellent technological skills sufficient to work on computers and scanners including various software programs such as Cerner, all Microsoft products, Adobe Acrobat, OnBase, with skills to manipulate multiple document formats
• Ability to perform routine maintenance and adjust setting on the scanning equipment preferred
• Ability to maintain patient and employee confidentiality

Additional Information All your information will be kept confidential according to EEO guidelines.

AMERICANS WITH DISABILITIES STATEMENT:

Must be able to perform all essential functions of this position with reasonable accommodation if disabled.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Tufts Medical Center reserves the right to modify position duties at any time, to reflect process improvements and business necessity.

COVID-19 POLICY:

Please note that effective October 1, 2021, as a condition of employment at Tufts Medical Center, all employees and new hires must have received their complete dose of the COVID-19 vaccine, unless they have been granted an exemption.