Release of Information Coordinator (Business Data Analyst 1)

Department Overview

The purpose of this position is to support Health Information Management (HIM) Release of Information (ROI) operations through advanced release of information expertise, workflow coordination, quality assurance, business analysis, operational reporting, process improvement, and regulatory compliance activities.

The Business Data Analyst 1 coordinates daily ROI operational activities by monitoring work queues, analyzing workflow performance, identifying process barriers, conducting quality reviews, developing reports and performance metrics, and assisting leadership with operational improvement initiatives. The position provides technical guidance and workflow support to Release of Information staff and serves as the primary operational resource for complex release situations in the absence of the ROI Manager.

Function/Duties of Position

Advanced Release of Information Operations and Regulatory Guidance

• Perform advanced Release of Information functions including those requiring expert knowledge of federal and state privacy and disclosure regulations.
• Accurately process and release health information in accordance with Federal and State regulations, accreditation requirements, and OHSU policies.
• Review, interpret, and validate authorizations, subpoenas, court orders, guardianship documentation, powers of attorney, parenting plans, and other legal documents affecting access to PHI.
• Analyze and determine appropriate disclosure of records involving sensitive information including behavioral health, substance use treatment, reproductive health, minors' rights, restricted information, legal actions, and other complex circumstances.
• Evaluate releases that may pose potential risk to patient privacy, safety, or regulatory compliance and engage Privacy, Legal, Risk Management, Compliance, providers, and other stakeholders as appropriate.
• Serve as a departmental subject matter expert regarding HIPAA, HITECH, The Cures Act, 42 CFR Part 2, Oregon disclosure laws, minors' rights regulations, and organizational policy.
• Provide guidance to staff regarding disclosure requirements, release decisions, and appropriate documentation.
• Determine the appropriate disclosure method, medium, file format, and secure delivery option based on requester needs, legal requirements, technology limitations, file size considerations, security standards, and patient preferences.
• Assist with escalated requests, service recovery situations, and complex customer inquiries.
• Perform all core functions of the Health Information Specialist 2 Release of Information position as needed to support department operations.

Workflow Coordination and Operational Support

• Monitor ROI work queues, request volumes, turnaround times, productivity measures, quality indicators, and operational performance metrics.
• Coordinate daily workflow priorities to support timely completion of requests and compliance with service expectations.
• Analyze workflow trends and identify barriers, bottlenecks, and opportunities for improvement.
• Serve as the primary operational resource for staff regarding workflow issues and complex release situations when leadership is unavailable.
• Facilitate communication regarding workflow priorities, operational changes, and process updates.
• Assist with workload balancing and operational continuity during staffing fluctuations.
• Research operational issues and recommend workflow modifications to improve efficiency and customer service.
• Assist leadership in implementing workflow improvements and operational initiatives.
• Monitor department compliance with release-related procedures and escalation protocols.

Business Analysis, Reporting and Quality Assurance

• Gather, compile, validate, organize, and analyze operational, productivity, quality, and compliance-related data.
• Conduct routine and targeted audits of release transactions and associated documentation.
• Analyze productivity trends, turnaround times, service levels, quality outcomes, and workflow performance.
• Create and maintain spreadsheets, databases, dashboards, graphs, charts, and other reporting tools.
• Prepare routine and ad hoc reports for departmental leadership.
• Identify trends, risks, compliance concerns, and opportunities for operational improvement.
• Apply basic statistical and analytical methods to assess workflow effectiveness and support decision-making.
• Assist with development and monitoring of departmental performance metrics and quality indicators.
• Perform research and data analysis related to release of information operations and regulatory compliance activities.

Training, Documentation and Process Improvement

• Develop and maintain standard operating procedures, workflow documentation, and job aids.
• Assist with onboarding, training, mentoring, and competency development of ROI staff.
• Identify educational opportunities and support ongoing staff development.
• Participate in process improvement initiatives and OPEx activities.
• Research industry standards and best practices related to Release of Information operations.
• Assist with testing and validation of workflow changes, system enhancements, and process redesign efforts.
• Recommend workflow modifications based on trend analysis, audit results, operational data, and customer feedback.
• Support implementation of approved process improvements.

Other duties as assigned.

Required Qualifications

• Bachelor's degree in a business field and 6 months of experience that included analytical, database, spreadsheet and/or financial experience, technical writing, quantitative analysis or use of statistical principles; OR
• Associates degree in a business field plus two years of experience that included analytical, database, spreadsheet and/or financial experience, technical writing, quantitative analysis or use of statistical principles; OR
• Four years of experience that included analytical, database, spreadsheet and/or financial experience, technical writing, quantitative analysis or use of statistical principles; OR
• An equivalent combination of education, training and/or experience.

Knowledge, Skills, and Abilities

• Processing and releasing protected health information.
• Interpreting state and federal disclosure regulations.
• Working with electronic medical records.
• Creating reports and performing operational analysis.
• Using Microsoft Word, Excel, Outlook, and database applications.
• Working in a high-volume customer service environment.
• Advanced knowledge of HIPAA, HITECH, 21st Century Cures Act, 42 CFR Part 2, Oregon disclosure laws, and privacy regulations.
• Knowledge of medical terminology and health information management practices.
• Ability to independently analyze complex release of information scenarios.
• Ability to research regulations and apply findings to operational decisions.
• Ability to gather, analyze, organize, and present data.
• Ability to develop reports, dashboards, charts, and operational summaries.
• Strong analytical, critical thinking, and problem-solving skills.
• Ability to identify workflow trends and recommend process improvements.
• Ability to train and mentor staff.
• Excellent oral and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to effectively navigate multiple software applications simultaneously.
• Advanced customer service and conflict resolution skills.

Preferred Qualifications

• Associate's or Bachelor's degree in Health Information Management.
• Advanced release of information experience.
• RHIT or RHIA credential.

Additional Details

Work is performed in an office setting both physically on-site and virtually from home via remote VPN.

Benefits

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Vacation - up to 200 hours per year dependent on length of service.
• Sick Leave - up to 96 hours per year.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and national businesses.

Why apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu