Release of Information Clerk

Job Description

Summary

The Providence Health Care’s Health Information Management Administration team is hiring!

Learn more about the Health Information Management team, check us out here .

We acknowledge that Providence Health Care & the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ / Selilwitulh (Tsleil-Waututh) Nations.

What does the Health Information Management team do?

Health Information Management (HIM) is a leader in the collection, storage, and distribution of patient information within British Columbia. Our dedicated team of professionals are some of the first points of contact at Health Organizations sites. As a consolidated Lower Mainland department of Providence Health Care, HIM has staff at about 40 geographically dispersed locations across Fraser Health, Providence Health Care, Provincial Health Services Authority and Vancouver Coastal Health.

Approximately 1,450 staff working the following Service Areas : Registration, Records Management, Transcription Services, Health Information Exchange, and Coding.​ Additional Corporate Services include : Strategic Planning, Projects & Business Optimization, Culture & Communications. There is room for growth and development and we aim to support our teams to flourish.

Reporting to the Manager / Coordinator, or designate, the Release of Information (ROI) Clerk performs duties related to the release of clinical information in accordance with policies, procedures, legislation and standards in the retrieval, severing, photocopying / scanning, electronic / paper distribution of health care documentation / reports. Responds to requests from internal / external sources for information regarding confidentiality and release of information policies and procedures; attends to legal requests for personal information and other related requirements.

This role is 100% onsite and will work at St. Pauls Hospital, our Hornby St, Mount St Josephs, and our Holy Family Hospital locations.

Qualifications / Skills and Education

Education

Grade 12, successful completion of courses related to release of information and two (2) years of recent, related experience or an equivalent combination of education, training and experience.

Skills and Abilities

• Ability to communicate effectively both verbally and in writing.
• Knowledge of medical terminology.
• Ability to deal with others effectively.
• Ability to operate related equipment.
• Ability to organize work.
• Physical ability to carry out the duties of the position.
• Ability to keyboard at 40 words per minute.

Duties and Responsibilities

Answers inquiries regarding requests for patient / client information by reviewing medical records, and determining information to release. Provides information to requestors such as the WorkSafe BC, other hospitals and physician’s offices by performing duties such as receiving requests; ensuring consent and authority to access the requested information is received and valid; following up with initiator of request where clarification or authorization is required; reviewing the records for accuracy, copying / compiling the requested information and forwarding information via appropriate method of delivery (e.g. photocopy, scan, mail), in accordance with established policies and procedures, and legislation such as the Freedom of Information and Protection of Privacy Act (FOIPPA). Records are severed as required and invoices are prepared as appropriate.

Maintains and updates release of information records using a computerized system; enters request information such as date of request, patient / client name, chart number, requester and date released. Provides statistical reports as required using computerized software as required.

Processes legal requests for personal information including certification of documents, and represents organization as required.

Performs record processing functions related to records by performing duties such as identifying, verifying and correcting patient information utilizing the computerized Admission, Discharge Transfer and / or Electronic Health Record System, checking for discharges and / or previous admissions, processing folders and documents, merging duplicate files, making up folders and printing chart labels, and filing as required.

Retrieves health records according to established policies and procedures, and maintains and updates records location utilizing computerized record location systems. Responds to requests by locating charts and delivering records. Refers unusual requests to the Area Coordinator or designate.

Ensures patient / client signs the Release of Authorization Form by witnessing signature prior to retrieving information.

Performs clerical and reception duties by methods such as answering telephone, transferring to appropriate personnel, taking messages, directing visitors, and providing routine information, photocopying, faxing, filing reports and / or records, moving records to active and inactive storage areas and preparing records for off-site storage and ordering supplies as required..

Assists in updating procedure manuals and makes recommendations to Supervisor / Coordinator for efficiency improvements. Updates Release of Information Procedure manual as required.

Participates in the department Continuous Quality Improvement Program by conducting activities such as auditing the chart deficiency systems; assists with policy and procedures by providing input to the Coordinator.

Demonstrating procedures to new staff and shares information.

May respond to internal and external queries related to release of patient information.

Performs other related duties as assigned.

Vaccination Flag

As per the current Public Health Orders (Long Term Care / Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.