Health Information Specialist I (Hybrid, North Carolina Based)

United States·Morrisvillemid

OtherHealth Information Specialist

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Quick Summary

Overview

The Health Information Specialist I performs specialized health information functions to support regulatory compliance, information governance, and privacy standards.

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OtherHealth Information Specialist

The Health Information Specialist I performs specialized health information functions to support regulatory compliance, information governance, and privacy standards. Responsibilities include managing health information records, processing release of information requests, ensuring adherence to confidentiality requirements, and maintaining the accuracy, security, and integrity of health information. The position serves as a resource for health information practices and supports compliance with organizational policies and applicable state and federal regulations.

This position offers a hybrid work arrangement following the successful completion of a six-month probationary period. During the probationary period the selected candidate must be available to report onsite to the Alliance Office (Morrisville, North Carolina). Upon successful completion, the employee will transition to a hybrid schedule, working remotely and onsite, with an expectation of 3 to 4 days per week in the office.

Responsibilities

~3 min read

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
→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

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 decision‑making 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
→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

Maintain Records Tracking Systems

→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

→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

Requirements

~1 min read

Education & Experience

Required:

High school diploma and four (4) years of experience in healthcare administration, health information operations, records management, or related healthcare support functions.

Associate’s degree in health information management, health information technology, healthcare administration, or a related field from an accredited institution and two (2) years of experience in health information operations, including processing release of information requests and applying state and federal requirements governing the confidentiality, privacy, and disclosure of health information, or related functions.

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