Release Information Specialist

Rochester, NY


Coordinates the release of protected health information (PHI) for URMC Hospitals and its Affiliates from multiple storage media, including electronic records, while utilizing ROI specific-software to process medical record requests. Reviews requests and authorizations to release PHI as well as medical record documentation to ensure completion and accuracy as well as compliance with State and Federal guidelines prior to release. Collaborates with internal and external parties in person, verbally and in writing to meet/exceed customer needs and/or organizational requirements/goals. Models appropriate behavior as exemplified in HIM's Mission, Vision and ICARE Values.


  1. Analyzes an authorization for medical information/PHI to evaluate for HIPAA compliance prior to processing. Determines if the authorization contains all of the elements required under HIPAA federal regulations. Requires exercising judgment for several of these requirements as the wording may be subjective and still be acceptable under HIPAA. Analyzes the authorization carefully to assure it completely follows the true intent of HIPAA. This includes determining that the authorization is compliant for behavioral health and highly restricted information for chemical dependency and methadone maintenance records. Processes all requests efficiently to ensure completion of records request within allotted timeframe.

  2. Validates and coordinates the release of protected health information (PHI) from various Electronic Medical Records (EMRs), including paper charts and microfiche, while utilizing ROI specific software to process medical records requests. Ensures only records from requested affiliate, office, provider, specialty, date of service, and/or hospital entity are released per policy. Ensures completion and accuracy as well as compliance with State and Federal guidelines prior to release. Requires independent decision making to determine what type of authorization is required. Analyzes PHI to determine if there are restricted (sensitive) records contained anywhere within the chart. If restricted records found, analyzes the authorization to ensure the verbiage allows for the release of restricted records. Redacts restrictive (sensitive) information where required either manually or using specialized software. Reviews redacted records to ensure accuracy prior to release to further protect PHI/patient.

  3. Answers, analyzes and resolves questions from patients, payers, attorneys, regulatory agencies, auditors, healthcare facilities and 3rd party requesters. Communicates to customer the specific laws or regulations of why something is required or unable to be released while maintaining confidentiality. Using the knowledge of the laws and regulations, determines the best solution to provide customer the requested records. Has the latitude to take initiative to find creative or alternative ways to help the customer while still following all Federal and State laws and regulations. Collaborates with internal and external parties verbally (telephone), in writing or in person to accomplish established departmental goals.

  4. Researches and analyzes the record to determine if there is a relationship shown when a patient representative or proxy is requesting records. Exercises professionalism, sensitivity and good judgement when there are no legal documents to prove relationships. Uses comprehensive knowledge of the laws and regulations to ensure appropriate guidelines are followed to protect patients¿ right to privacy

  5. Analyzes and validates all Subpoenas and hospital attorney requests received for HIPAA compliance. Researches and validates to ensure all records requested are present and ensure records are prepared for certification.

  6. Uses extensive knowledge of hospital policy and procedures, and Federal and State laws and regulations to advise and direct other departments such as Privacy, Office of Counsel, Primary Care offices, Compliance, etc. on the process of requests for PHI. Uses clear language to help internal and external customers understand the specific laws and/or regulations or policies and procedures that pertain to the release of PHI. Departments would include Compliance, Office of Counsel, Primary Care offices, Behavioral Health, ambulatory departments and providers. Coordinate, prepare and document denial of access to medical records following established policy.

  7. Researches and facilitates all patient amendment requests for corrections to the legal medical record. Collaborates with internal parties by telephone and in writing to ensure timely and accurate processing of these requests, while ensuring regulations are met. Coordinates, prepares and documents denial responses.

  8. Reflects the mission, vision and ICARE values of URMC at all times.

  9. Other duties as assigned.


Two years post high school education required; Associate's Degree in Health Information Technology or Associate's Degree in health related/clinical field of study preferred. 2 years of health care related experience required with non-health care related degree or equivalent education and experience. 2 years of general experience with health care related degree preferred; Registered Health Information Technologist certification in lieu of two years of experience preferred. Required knowledge, skills and abilities: Ability and temperament to work with minimal to no supervision and to exercise independent judgement in problem solving with organizing multiple tasks/projects, and setting priorities effectively; Ability to communicate effectively and negotiate with all levels of organization, leadership staff, physicians, attorneys, paralegals, patients, family members and/or other internal or external customers. Preferred knowledge, skills and abilities: Proficiency in computer usage including Microsoft Office Programs, file saving, PDF file manipulation, importing and exporting of electronic files, excellent data entry skills and navigation of electronic medical record systems and software; Knowledge of release of information and medical record documentation preferred related to HIPAA.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $ 17.50 - $ 23.08 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Location: Health Sciences
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 000 Dept Desc
Schedule: 8 AM-5 PM