Medical Records Coordinator - TP

Role Overview

Medical Records Coordinator - TP at American Hospital Dubai, located in Dubai. The role ensures timely processing of all requests for release of patient health information submitted by patients, authorized next of kin, internal physicians, and requests related to continuity of care.

Role Purpose

To manage the complete release of information process while safeguarding patient privacy and ensuring compliance with HIPAA, Dubai Health Authority regulations, and Joint Commission International standards. The coordinator validates authorizations, processes requests across multiple channels, and maintains the confidentiality and security of protected health information.

Key Responsibilities

Release of Information Processing

• Perform all functions related to the release of information process, including authorization validation, logging requests in the electronic Health Information System (HIS), and processing of requests.
• Validate requests and authorizations for the release of medical information according to established procedures.
• Process and complete all emergency requests for medical information according to appropriate guidelines.
• Receive incoming requests via mail, telephone, email, Cerner Messenger, and Customer Relationship Management System (CRMs).
• Reconcile all outstanding requests by fulfilling or cancelling requests and ensuring all electronic Health Information System (HIS) Release of Information (ROI) systems are accurate and up-to-date.
• Communicate with requestors regarding the request process and the validity and completeness of submitted authorization.

Quality Assurance and Compliance

• Perform quality checks on all work to ensure accuracy of the release and confidentiality.
• Safeguard and protect the patient's right to privacy by ensuring that only authorized individuals have access to the patient's medical information and that all releases of information comply with the request, authorization, and American Hospital Dubai's policies.
• Respect patient privacy by maintaining confidentiality, security, and standards of ethics in all phases of the release of the patient's Protected Health Information (PHI).
• Carry out responsibilities per American Hospital Dubai policies and procedures, including Health Insurance Portability and Accountability Act (HIPAA) guidelines (to the extent possible), Dubai Health Authority (DHA) regulations, and Joint Commission International (JCI) standards.
• Maintain up-to-date knowledge of policies, UAE laws and regulations, and Joint Commission International (JCI) standards governing disclosure of protected health information in coordination with the Director of Health Information.

Stakeholder Communication

• Communicate with patients, families, third-party payers, and American Hospital Dubai's administrative and clinical services to manage and fulfill requests for patient's Protected Health Information (PHI).

Technical and Administrative Support

• Prepare CDs and links for diagnostic images as requested.
• Coordinate with the Operating Room to obtain procedure recordings.
• Monitor the visitors' window area, following Customer Service guidelines when dealing with all visitors to the department.
• Maintain a clean and orderly work area and ensure that records and files are properly stored at the end of the shift.

Qualifications & Experience

• High School Diploma required.
• Third-level education with clinical or healthcare certificate or diploma preferred; eligible qualifications include clinical degree, Medical Record Technology, International Classification of Diseases (ICD) Coding, or Medical Transcription.
• Minimum of three years of experience in Medical Records, Health Informatics, or Release of Information.
• Knowledge of HIPAA confidentiality laws and Dubai Health Authority (DHA) regulations in releasing Protected Health Information (PHI) and consent.
• Knowledge of medical terminology, appropriate level of healthcare, and healthcare delivery systems.
• Knowledge of the contents of an Electronic Medical Record (EMR) preferred.

Skills & Competencies

• Demonstrate fluent spoken and written English.
• Apply skills in Computer Applications including Word, Excel, PowerPoint, Outlook, and email systems.
• Deliver excellent Customer Service.