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 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. Requirements • High School Diploma or GED required. • 1-2 years of health information management, medical records, records management, medical billing, or coding experience required. • Knowledge of HIPAA compliance laws required. • Type a minimum of 35 wpm required. • Proficiency in Microsoft O365 products and tools required. • Ability to maintain a high level of confidentiality regarding patient information. • Knowledge of federal and state HIPAA and related privacy, security, and compliance laws. • Proficient in data entry functions. • Ability to navigate the internet. • Ability to work independently and within a team structure when necessary. • Possess strong, independent problem-solving and critical thinking skills, organizational and interpersonal skills. • Strong analytical skills and expert attention to detail. • Demonstrate excellent verbal and written communication skills, focused on strong customer service skills with ability to explain and firmly uphold compliant policies and procedures. • Ability to meet regulatory-driven deadlines in a fast-paced environment. • Must be able to effectively speak, read, and write English. Nice-to-haves • Previous experience in a medical office, records department, billing or coding department, or hospital setting preferred. • Knowledgeable of medical billing and coding processes, and medical terminology. • Second language abilities a plus. Benefits • Superior health plan options • Dental, Vision, HSA/FSA, Life and AD&D coverage, and more • Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6%25 • Outstanding Paid Time Off: 3-4 weeks’ vacation, Paid holidays, Sabbatical • Student Loan Refinancing Discounts • Professional and Career Development Program • EAP, travel assistance, and identify theft included • Wellness program Apply tot his job Apply To this Job