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Health Information Coordinator

Health Information Coordinator

Requisition ID 
# of Openings 
460 Southbridge Street
Job Locations 
Posted Date 
Administrative - Clinical
Job Code 

More information about this job


 Reliant Medical Group is seeking a Health Information Coordinator to join our exciting and innovative organization!


Position: Part time 35 hours per week

Hours: 8:00 am - 3:30 pm Monday through Friday 

No Weekends, No Holidays 


Provides and tracks the flow of information released from a patient’s health record in accordance with state and federal regulations as well as established procedures. Responds to requests for amendments and accounting of disclosures according to policy. Serves as the front line for customer service in the Health Information Management Department. Assists providers in managing new patients by reviewing records received and populating Epic with pertinent history to increase the value (for both provider and patient) of the first visit. Serves as the liaison between the patient and clinical areas when specialized records are needed. Able to successfully set up Dragon Medical One and conduct initial one on one training and optimization circle back for providers new to Dragon position. 




Releases clinical information from the patient health record following established procedures. Maintains the confidentiality of all patient information. Ensures that Patient Health Information (PHI) is released to authorized individuals following established procedures.

Performs all HIPAA required functions for the release of medical records. Reviews and accepts requests for release of information or viewing of PHI, adheres to HIPAA timelines for processing patient requests (requests extensions when appropriate), and faxes PHI according to HIPAA regulation.

Identifies when special records may be required (mental health, sensitive, films, billing records, etc.) and works with appropriate areas to coordinate the release of appropriate information.

Creates letters in the electronic medical record (EMR) to reject or clarify requests.

Answers phone calls from patients and customers and ensures inquiries are handled appropriately and in a timely manner.

Assists patients in person when copies of records are required.

Works with contracted copy service staff as needed. Follows up on requests that need additional research.

Notifies physicians of requests from attorneys for narrative reports to ensure compliance with the Experts and Witnesses Treating Physicians Policy.

Contacts attorneys in writing or by phone when clarification or denial of a request is required.

Notifies the Risk Management Department of any requests that could be a potential compensable event.

Prepares, mails and accepts payment for release of information when appropriate. Maintains log of invoices sent and payments received. Makes daily site deposit of monies received following standard procedures.

Processes HEDIS requests for insurance companies as required.

Ensures timely input of abstracted information from paper reports into the electronic medical record. Identifies and enters allergies, immunizations and titers, surgical and medical history, family and social history, and growth and development information.

Creates abstract encounters as necessary, creates and mails letters to patients notifying them that records have been received and processed.

Handles customer service inquiries regarding the receipt of records. Assists patients with following up on requests if records have not been received.

Follows site specific protocols regarding notification to stations when records or partial records have been received.

Identifies significant testing contained in a new patients outside record and scans for easy availability in EMR.

Rejects health care proxy and patient representative forms when received incomplete or invalid. Works with patient to correct invalid forms.

Assists manager with research of entire medical record upon receipt of a patient amendment request to identify areas of relevance.

Maintains awareness of state and federal legislation and statutes affecting release of and access to patient health record information. Attends seminars as appropriate. Reads all materials distributed by Director and Manager.

Serves on work teams as patient information expert as appropriate. Explains to various staff the laws governing release of patient health information.

Sets up Dragon Medical One and appropriate audio files for new providers, Conducts one on one training with the provider as well as optimization circle back sessions to increase provider satisfaction with the product.





High school diploma or equivalent and three to five years relevant experience. Ability to maintain composure when dealing with confused, angry, hostile patients/families/attorneys or physicians. Ability to apply rules and regulations to new and or unusual situations. Ability to interpret existing laws and deal with many "gray" areas. Ability to demonstrate sensitivity to patients’ needs and privacy requirements. Good time management skills. Excellent interpersonal, organizational and communication skills. Knowledge of various software applications such as Microsoft Word, Excel, Outlook, etc.


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