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The Health Information Specialist II serves as a departmental lead in the management, auditing, retention, and destruction of Alliance Health's medical, administrative, and business records. This position performs advanced, highly specialized technical and administrative duties necessary to maintain, secure, audit, and release protected health information (PHI) in accordance with federal privacy laws, state regulations, and organizational retention requirements. The Health Information Specialist II serves as the point of escalation for complex records requests, coordinates internal system security protocols, and assists the Health Information Operations Manager in developing departmental procedures that ensure record integrity, regulatory compliance, and the prevention of unauthorized disclosure of confidential information.

Responsibilities & Duties

Process Release of Information Requests

• Process medical and administrative record release of information requests, subpoenas, and court orders within required timeframes (within 30 days or as specified on subpoena and/or court order)
• Respond to phone calls, emails and fax requests from members, Disability Determination Services, attorneys, providers and others on a daily basis and within appropriate timeframes
• Must have detailed working knowledge and ensure all requests are responded to in accordance with state and federal rules and regulations regarding confidentiality, HIPAA, and Part 2 and Alliance policies and procedures
• Act as primary point of contact for internal staff and external vendors regarding complex release of information requests 
• Process and document Public Record requests

Prevent Records Breaches and Unauthorized Uses

• Protect medical and administrative records from breach of confidentiality and/or unauthorized use

Record Retention and Destruction

• Utilize approved retention schedules and determine length of time medical, administrative, and business records must be maintained
• Search for other records to ensure that all records for each member have been destroyed
• Log records that have met their retention timeframe using the approved destruction log
• Destroy records in accordance with Alliance policies, procedures, and state statutes
• Audit scanned records to ensure complete and accurate copies before destruction 
• Act as primary point of contact for external vendors regarding record retention and destruction

Legal Guardianship Documentation Review

• Receive and manage legal guardianship documentation submitted by legally responsible parties (LRPs) and Alliance staff via email and fax
• Review all guardianship documentation for accuracy, completeness, and legal validity, confirming that authority and decisionmaking rights are clearly established
• Approve valid documentation and upload finalized records into the member’s file in Jiva, ensuring timely and accurate record maintenance
• Notify the appropriate Alliance staff once guardianship documentation has been successfully reviewed and added to the member’s file
• Communicate with legally responsible parties or Alliance staff when documentation is incomplete, unclear, or invalid, and provide guidance on required corrections
• Field questions from Health Information Specialist I staff before sending it to the Manager of Health Information Operations
• Maintain and update a database of all guardianship documentation received to support compliance, auditing, and record integrity
• Collaborate with Alliance Legal staff when additional clarification or guidance is warranted

Assist with Provider Medical Records

• Assist with taking possession of medical, business, and operational records abandoned by providers
• Develop a plan for taking possession of provider records, logging records and retention plans received by providers in the Network
• Draft and mail letters and notifications to providers who have left the Network
• Track and log such letters, notifications, and record locations
• Provide technical assistance to providers when they have questions regarding their medical records

Maintain Records Tracking Systems

• Coordinate the locking of electronic files from staff, maintaining and updating the master tracking spreadsheet
• Perform proactive audits of terminated employees record access
• Maintain accurate administrative records and tracking systems to review documentation and ensure compliance
• Accurate data entry of member information
• Assist with Internal Trainings and Technical Assistance Related to Records Provide training and technical assistance to organization’s employees related to medical and administrative records and releases of information
• Other duties as assigned related to the processing, maintenance, and management of medical and administrative records and member information

Record Maintenance

• Ensure accurate records by removing inaccurate documents and duplicates
• Adding addendums when required due to documentation being in the wrong record

Jiva Member Portal

• Provide members and legally responsible parties with username and password to the Member Portal once identity and the right to access have been verified
• Maintain database of usernames
• Reset passwords upon request
• Troubleshoot simple issues with logging in and/or passwords
• Ensuring employees provide information within required timeframe

TigerConnect Texting Platform

• Monitor and manage the TigerConnect “Do Not Text” platform; audit the system to ensure member preferences are updated timely in Jiva
• Review consent forms upon receipt
• Update member’s record in Jiva and upload approved consent form into Jiva file
• Add member to TigerConnect system upon approval
• Notify Alliance employee working with member/recipient/guardian when consent has been uploaded to Jiva and member has been added to TigerConnect
• Run report in Jiva to update any Do Not Text replies in Jiva

Special Projects

• Assist throughout Organization with special projects
• Other duties as assigned

Minimum Requirements

Education & Experience

Required:

High school diploma and five (5) years of experience in healthcare administration, health information operations, records management, or related healthcare support functions. 

Or

Associate’s degree in Health Information Management, Health Information Technology, Healthcare Administration, or a related field from an accredited institution and three (3) years of experience in health information operations, including release of information, healthcare privacy, compliance, records management, and interpretation of state and federal requirements governing the confidentiality, privacy, and disclosure of health information.

Or

Bachelor’s degree in Health Information Management, Health Information Technology, Healthcare Administration, or related field from an accredited institution and one (1) year of experience in health information operations, including release of information, healthcare privacy, compliance, records management, and interpretation of state and federal requirements governing the confidentiality, privacy, and disclosure of health information.

Preferred:

Registered Health Information Technician (RHIT), Registered Health Information Administrator (RHIA) or Certified Associate in Healthcare Information and Management (CAHIMS).

Knowledge, Skills, & Abilities

• Knowledge of laws and regulations regarding the confidentiality of medical records
• Knowledge of principles and practices of medical records, confidentiality, and HIPAA
• Knowledge of office management techniques
• Excellent Communication skills
• Customer Service skills
• Attention to detail and accuracy in reviewing and processing health information documentation
• Analytical and Problem-solving skills
• Excellent Interpersonal skills
• Microsoft Word and Excel skills
• Ability to maintain confidentiality and handle highly sensitive information with discretion
• Ability to work independently with minimal supervision
• Ability to organize workflows and coordinate activities
• Ability to compile, summarize, and tabulate numerical data

Pay Range

$26.27-$33.49

Exact compensation will be determined based on the candidate's education, experience, external market data and consideration of internal equity 

 An excellent fringe benefit package accompanies the salary, which includes:   

• Medical, Dental, Vision, Life, Long Term Disability
• Generous retirement savings plan
• Flexible work schedules including hybrid/remote options
• Paid time off including vacation, sick leave, holiday
• Dress flexibility