Medical Data Release Clerk

Job Description

At TriHealth, our corporate team thrives on a service-oriented mindset grounded in inclusivity, innovation, and collaboration. We cultivate a supportive culture where every team member is valued, empowered, and given a true sense of belonging.

When you join us, you become part of a community that invests in your personal well-being and your professional future. You’ll experience meaningful growth and development opportunities, excellent benefits, and a workplace where people actively support one another and share best practices every day.

Here, your contributions matter—and together, we make a lasting impact.

Location: 4685 Forest Ave., Norwood

Schedule: Day Shift

Benefits: https://careers.trihealth.com/what-we-offer/benefits *Please note: OPTIONAL positions are not eligible for TriHealth benefits*

We offer competitive shift differentials where applicable, opportunities for professional growth, and a comprehensive benefits package that may include medical, dental, vision, paid time off, retirement savings plans, and tuition reimbursement.

Job Overview

Review, research, and respond to requests for the disclosure of medical records containing protected health information (PHI) according to State and Federal laws, including HIPAA and in accordance with any judicial or administrative proceedings.

Job Requirements

High School Degree or GED

Excellent verbal, written and/or interpersonal communication skills

Proficiency in basic computer applications

Microsoft Office, e-mail and internet

Job Responsibilities

Accurately tracks, via computer, all requests and authorizations for copies of medical records and subsequent communication related to requests. Accurately, and in a timely manner, enters data into the EPIC/HIM ROI module utilized for tracking all requests for copies of medical records. Maneuvers through a variety of documentation systems throughout TriHealth for the purpose of obtaining information for disclosure.

Collaborates with ROI service vendors contracted with TriHealth, working through details to reach positive solutions. Reviews dates of requested releases, assuring accuracy of certified records. Provides back up support and clerical assistance as needed.

Evaluates authorizations, court orders, subpoenas, custody papers, warrants and all criminal investigation forms for validity.

Handles patient complaints and refers to manager as appropriate.

Operates within a customer service atmosphere, receiving multiple phone calls and walk in customers from a diverse population. Fulfilling immediate turn around requests, and answering other questions as presented. Administering My Chart access to customers when requested.

Responds to requests for PHI from, patients, third party payers, attorneys, other care givers, hospital departments, CMS and law enforcement. Works with the requestor to facilitate the processing of request in a suitable timeframe according to established regulatory and TriHealth standards. Monitors deadlines to avoid penalties. Provides timely feedback to requestors regarding the status of all requests (valid and non-valid). Creates auditor keys for on-site reviews. Maintains effective relationships with care givers team members in order to facilitate proper record release for patient care.

Other Job-related Information

Prioritizes multiple tasks properly to meet deadlines. Works effectively both independently and in a team environment. Differentiates between the types and content of patient health records (such as paper-based, electronic health records, personal health records, etc.).

Working Conditions

Climbing - Occasionally

Concentrating - Consistently

Continuous Learning - Consistently

Hearing: Conversation - Consistently

Hearing: Other Sounds - Consistently

Interpersonal Communication - Consistently

Kneeling - Occasionally

Lifting <10 Lbs - Occasionally

Lifting 50+ Lbs. - Rarely

Lifting <50 Lbs. - Occasionally

Pulling - Rarely

Pushing - Occasionally

Reaching - Frequently

Reading - Consistently

Sitting - Consistently

Standing - Rarely

Stooping - Occasionally

Talking - Consistently

Thinking/Reasoning - Consistently

Use of Hands - Consistently

Color Vision - Occasionally

Visual Acuity: Far - Frequently

Visual Acuity: Near - Consistently

Walking - Frequently

TriHealth SERVE Standards and ALWAYS Behaviors

At TriHealth, We Believe There Is No Responsibility More Important Than To SERVE Our Patients, Our Communities, And Our Fellow Team Members. To Achieve Our Vision And Mission, ALL TriHealth Team Members Are Expected To Demonstrate And Live The Following

Serve: ALWAYS…

• Welcome everyone by making eye contact, greeting with a smile, and saying "hello"
• Acknowledge when patients/guests are lost and escort them to their destination or find someone who can assist
• Refrain from using cell phones for personal reasons in public spaces or patient care areas

Excel: ALWAYS…

• Recognize and take personal responsibility to address and recover from service breakdowns when a customer's expectations have not been met
• Offer patients and guests priority when waiting (lines, elevators)
• Work on improving quality, safety, and service

Respect: ALWAYS…

• Respect cultural and spiritual differences and honor individual preferences.
• Respect everyone’s opinion and contribution, regardless of title/role.
• Speak positively about my team members and other departments in front of patients and guests.

Value: ALWAYS…

• Value the time of others by striving to be on time, prepared and actively participating.
• Pick up trash, ensuring the physical environment is clean and safe.
• Be a good steward of our resources, using supplies and equipment efficiently and effectively, and will look for ways to avoid waste.

Engage: ALWAYS…

• Acknowledge wins and frequently thank team members and others for contributions.
• Show courtesy and compassion with customers, team members and the community