Position Summary: 

The Medical Records Technician is responsible for processing requests for medical records in compliance with federal and state laws, including HIPAA, organizational policies, and legal guidelines. The ROI Technician ensures the accurate, timely, and secure release of patient health information to authorized requestors such as patients, providers, attorneys, insurance companies, and government agencies. The Medical Records Technician is responsible for managing the release of patient health information in accordance with HIPAA, state and federal laws, and organizational policies. This role ensures that all requests for medical records are processed accurately, timely, and with the highest level of confidentiality and professionalism. 

Key HIM Tech Responsibilities: 

• Oversee daily operations of the Health Information Management (HIM) Department across Primary Care, Dental, and Behavioral Health services 
• Review, validate, and process all incoming requests for medical records from patients, healthcare providers, attorneys, insurance companies, and government agencies 
• Ensure all authorizations are complete, valid, and meet legal and compliance standards 
• Retrieve, prepare, and securely release health records using electronic health record (EHR) systems (e.g., Epic, Cerner) and ROI tracking tools 
• Maintain strict compliance with HIPAA and all applicable federal and state regulations 
• Safeguard protected health information (PHI) and ensure confidentiality at all times 
• Respond professionally and promptly to inquiries from patients, third-party requestors, and internal stakeholders regarding the status of requests 
• Review and respond to subpoenas, court orders, and legal requests under the direction of the HIM Manager 
• Calculate and collect applicable fees for record requests in accordance with organizational guidelines 
• Accurately document all requests and disclosures in the ROI tracking system 
• Scan, index, and file documentation accurately within the health record system 
• Conduct quality control checks to ensure accuracy, completeness, and proper documentation of released information 
• Collaborate with clinical, legal, and administrative teams to resolve issues related to the release of information 
• Maintain detailed logs and generate required reports related to record disclosures 
• Stay current with industry regulations, best practices, and participate in audits, quality assurance reviews, and ongoing training

Skills / Competencies: 

• Deep understanding of HIPAA regulations and Health Information Management (HIM) best practices 
• Proficient in using the Epic Electronic Health Record (EHR) system 
• Strong leadership, organizational, and communication abilities 
• Highly detail-oriented with excellent analytical and problem-solving skills 
• Proven ability to manage multiple tasks and prioritize effectively in fast-paced environments 
• Skilled in investigation and documentation, ensuring accuracy and compliance 
• Excellent interpersonal skills with the ability to train and educate staff across departments 
• Committed to maintaining confidentiality and handling sensitive information with discretion and integrity 

 Qualifications: 

• High school diploma or equivalent required 
• Associate degree in Health Information Management or a related field, experience in lieu of education may be considered
• 1–3+ years of experience in health IT, medical records, or healthcare technology environments 
• Proficient in electronic health record (EHR) systems, particularly Epic 
• Strong understanding of HIPAA, release of information (ROI) regulations, and healthcare terminology 
• Familiarity with data privacy and security standards in healthcare settings 
• Strong analytical, troubleshooting, and problem-solving skills 
• Excellent verbal and written communication skills 
• Exceptional attention to detail and organizational abilities 
• Demonstrated ability to handle confidential information with professionalism and discretion 
• Certifications such as RHIT, RHIA, CPHIMS, or Epic certification preferred 

Experience: 

• At least 1–2 years of HIM experience preferred. 
• Experience with Epic EHR required.