Health Records Compliance Analyst

About the position Ensures compliance with timelines and guidelines related to record requests, subpoenas, court orders, and other requests for information received in the department via U.S. mail and electronic database according to company policy and state or federal guidelines. Obtains, reviews, and analyzes records for completeness, identifying discrepancies or incomplete work and collaborating with business partners to correct deficiencies or escalation to Supervisor as needed. Completes quality assurance validation of completed record and requirements prior to release of health records through ChartSwap to external parties. Reviews and analyzes electronic patient records using multiple computer systems and resources for information in order to process, produce, and release a complete and accurate legal record set. Screens for release of any information requiring special authorization, such as mental health, chemical dependency, HIV status, or any other category of patient information requiring special procedures and handling. Completes analysis to validate that legal documents, subpoenas, correspondence, and authorizations are compliant with HIPAA with consistent accuracy and accountability. Processes subpoenas and dispositions, verifies and tracks payments, and consults with business partners that may represent the Custodian of Records at court proceedings as assigned. Maintains current knowledge related to various revenue cycle management programs and resources to review accounts and determine appropriate action to take based upon request. In collaboration with department leadership, continuously improves workflow processes, standardization, and related systems, including ChartSwap usability and efficiency, to enhance the overall program. Maintains current knowledge related to applicable statutes, regulations, guidelines, and standards necessary to perform job duties, including department policies and procedures. Assists leadership in maintaining reference materials, training materials, and approved templates and documents. Maintains a high level of accuracy and confidentiality. Serves as the primary point of contact to respond to incoming issues and questions via phone calls and emails from records requestors (e.g., attorneys, law offices, paralegals, and copy services) and internal partners. Communicates issues and provides solutions related to record management with internal stakeholders, coworkers, and customers. Communicates processing requirements, estimated time for completion, provider responsibilities, and other factors affecting the requests using strong, independent judgment, by telephone or in writing directly with internal or external customers, including attorneys and law firm employees. Identifies and resolves problems for internal and external parties and develops solutions and/or escalates as appropriate. Collaborates with cross-functional team members and stakeholders, including Support Services, Patient Services, RCM Billing, Legal, and other departments for health records analysis and management functions and programming. Acts as a steward by exhibiting sound, ethical standards and consistently promoting a compliant culture. Recommends training topics and materials for continuous personal and team performance. Leads and participates in Compliance projects and initiatives when requested. Participates in enterprise activities and industry meetings or conferences to help foster relationships with other departments, industry colleagues, and network amongst peers. Develops expertise and performs research in health information management, privacy, HIPAA or other compliance subjects and issues when requested. May be asked to travel for business purposes, not exceeding 5%25 of the time.

Responsibilities

• Ensures compliance with timelines and guidelines related to record requests, subpoenas, court orders, and other requests for information received in the department via U.S. mail and electronic database according to company policy and state or federal guidelines.
• Obtains, reviews, and analyzes records for completeness, identifying discrepancies or incomplete work and collaborating with business partners to correct deficiencies or escalation to Supervisor as needed.
• Completes quality assurance validation of completed record and requirements prior to release of health records through ChartSwap to external parties.
• Reviews and analyzes electronic patient records using multiple computer systems and resources for information in order to process, produce, and release a complete and accurate legal record set.
• Screens for release of any information requiring special authorization, such as mental health, chemical dependency, HIV status, or any other category of patient information requiring special procedures and handling.
• Completes analysis to validate that legal documents, subpoenas, correspondence, and authorizations are compliant with HIPAA with consistent accuracy and accountabilit

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