Coordinator-HIM Patient Data Retrieval

Overview

The Coordinator HIM Data Retrieval serves as subject matter expert responsible for oversight of all 
functions related to timely and accurate processing of requests for patient health information (including 
attorney requests, subpoenas, continuing care, patients/patient representatives, etc.).Coordinates activities 
performed by vendor partners; including reviewing and validating vendor service agreements to ensure 
compliance; including HIPAA, Joint Commission, legal, Federal and State regulatory standards related to 
releasing patient information. Serves as a daily resource to Baptist’s internal and external counsel, Risk 
Management and Privacy and Security as it relates. Monitors BOC facility ROI work queues to ensure 
processing timeliness. Monitors Patient Financial Services (PFS) HIM Requests for Medical Records Epic 
work queues to ensure timeliness and avoid revenue loss. Reviews and lends input with policies and 
procedures for related activities requiring knowledge of Federal and State regulations. Serves as an Epic 
process training resource for the entire organization and validates completion of workflow training to BOC 
for granting user access. 
 

Job Responsibilities
 Serves as subject matter expert responsible for oversight of all functions related to timely and accurate 
processing of requests for patient health information (including attorney requests, subpoenas, continuing care, 
patients/patient representatives, etc.) 
 Oversees activities performed by ROI vendor partners; including vendor staff quality audits, reviewing and 
validating vendor service agreements to ensure compliance; reviews facility monthly invoices to ensure 
accuracy; also HIPAA, Joint Commission, legal, Federal and State regulatory standards related to releasing 
patient information 
 Serves as a daily resource to Baptist’s internal and external counsel, Risk Management and Privacy and 
Security in all matters medical record related; places system Release Restriction flags as appropriate 
 Serves as a resource to others including Denial Mitigation, Revenue Integrity, Patient Financial Services, 
Revenue Cycle Correspondence Team, etc. to avoid payer recoupments and revenue loss. 
 Monitors and reports on BOC facility ROI work queues to ensure processing timeliness, and coordinates with 
facilities as needed 
 Monitors and reports on other BOC ROI work queues to ensure processing timeliness, such as ROI Open 
Claims Attachments and coordinates as needed 
 Monitors corporate Outlook ROI inbox to prioritize and process incoming requests 
 Monitors and reports on ROI applications or platforms such as Sharing Hub and Chart Gateway to 
review/validate authorization and complete requests, or other ROI needs; coordinates with other departments 
as needed 
 Monitors and reports on Patient Financial Services (PFS) HIM Requests for Medical Records Epic work 
queues to ensure timeliness and avoid revenue loss 
 Generates, reviews, formats and distributes other ROI reports such as Weekly ROI Productivity, payer ROI 
frequency or others as requested 
 Responsible for reviewing and developing policies and procedures surrounding ROI activities requiring 
knowledge of Federal and State regulations 
 Serves as the EPIC BOC ROI Credentialed Trainer, training resource for the entire organization and validates 
completion of ROI workflow training to BOC for granting user access; coordinates termination of access as 
applicable 
 Responsible for maintaining Epic ROI requestor directory (additions, deletions, etc.) 
 Serves as lead resource to assess and recommend process change, workflow opportunities, and technology 
improvements to leadership and other departments 
 Other special projects and duties as assigned 

Experience
Description 

Minimum Required 
 

One year of experience working directly 
with related processes, or; three (3) years 
of experience working with medical record 
documentation and regulatory 
requirements in an acute healthcare 
setting. 
 

Preferred/Desired

Three to five years’ 
experience working with 
related processes supporting 
interdepartmental teams in 
an acute healthcare setting. 
Education
Description Minimum Required Preferred/Desired
Completed education from an 
accredited program with 
Associates Degree and Registered 
Health Information Technician 
(RHIT) certification through the 
American Health Information 
Management Association 
(AHIMA). 

Training
Description Minimum Required Preferred/Desired
Certifications as applicable to 
specialized area of expertise.
Special Skills
Description Minimum Required Preferred/Desired
Proficiency in communicating and 
performing assignments to avoid 
backlogs and provide expected 
level of service to multiple 
departments. Organization and 
communication skills. Keyboard 
dexterity and ability to focus while 
seated for extended periods of 
time. 
Licensure
Description Minimum Required Preferred/Desired 

Bachelor's degree with 
Registered Health Information 
Administrator (RHIA) 
certification through AHIMA.
Project management 
background along with 
preferred education above.
Strong organizational and 
communication (verbal/written) 
skills; ability to successfully 
prioritize and multi-task among 
competing needs; ability to work 
independently and deliver on 
expectations; subject matter 
expertise.
Registered Health Information 
Technician (RHIT) certification 
through the American Health 
Information Management 
Association (AHIMA)
Bachelor's degree with 
Registered Health Information 
Administrator (RHIA) 
certification through AHIMA