Job Description

Location: Nashoba Valley Medical Center
Posted Date: 1/5/2023

Coordinates record review and assists requesters with appropriate access to medical records for release of information. Responds to requests for medical record information by performing duties in accordance with established hospital and departmental policy and state and federal laws. Processes incoming and outgoing mail, phone calls, walk-ins and faxes on a daily basis.

Reports to the Director of HIM


  • High School graduate or equivalent required and completion of hospital specific training to include all functions pertinent.
  • Competency on the computer to include WORD and EXCEL
  • Medical Record experience preferred, but not required
  • Ability to be flexible in work habits
  • Ability to interact with co-workers and promote teamwork
  • Ability to sort records and or reports in numeric and alphabetical order
  • Ability to understand and use all office equipment
  • Computer competency
  • Medical Terminology is preferred, but not required.

Performance Criteria

  • Involves other departments in project planning and implementation.
  • Supports others in the department and provides help and assistance when possible.
  • Regularly attends and participates in team and/or departmental meetings and activities.
  • Keeps others in the department informed of relevant information.
  • Regularly offers and requests constructive feedback and coaching.
  • Establishes and maintains effective working relations.

SERVICE EXCELLENCE (both internal and external)

  • Welcomes patients/customers/employees in a warm, friendly manner.
  • Actively listens and constructively responds to questions and concerns in a timely manner.
  • Ensures that the dignity of the patient/customer/employee is maintained at all times.
  • Abides by and upholds the hospital’s service excellence standards.
  • Respects the diversity of the patient/customer/employee population.
  • Demonstrates safe and effective use of equipment


  • Responds to incoming requests for release of medical information to all requesters, including patients, physicians, and other healthcare providers.
  • Processes record requests for all government agencies.
  • Coordinates and responds to the release of medical information requests related to insurance companies and lawyers.
  • Obtains and organizes medical records used to fulfill subpoenas, court orders, and attorney requests.
  • Maintains security and confidentiality regulations for record access and review.
  • Consults Director for unusual requests
  • Logs incoming requests in accordance with hospital policy and procedure
  • Looks up and verifies medical record number in Meditech's MPI module
  • Documents the appropriate date of service and medical record number on the request
  • Completes steps necessary to retrieve records from onsite and offsite locations.
  • Obtains records from other departments to full fill requests.
  • Signs out record in Meditech's Chart Locator if indicated.
  • Reviews record and verifies authorization is in accordance with hospital policy and procedure and state and federal laws
  • Updates Release of Information log when request is completed.
  • Follows departmental process to have record requests documentation filed into the patient’s medical record.
  • Notifies requestor when records are available
  • Collects fees for copies of medical records and forwards to cashier
  • Returns records to appropriate areas.
  • Checks voice mail, and responds to call/request in a timely.
  • Always, provides timely acknowledgment of "walk-in" customers and provides appropriate service.
  • Answers phones calls from internal and external customers.
  • Reads and responds, if indicated, to all emails at least once per day
  • Maintains a good working relationship within the department and with other departments.
  • Scans records requested by Steward Central Business Office (CBO) and/or Revenue Cycle Coordinator into system.
  • Must be familiar with the following manuals: Health Information Management, MaHIMA’s Medico legal Guide, and Emergency Management and Safety.
  • Demonstrates complete knowledge of patient rights, and confidentiality standards and policies
  • Demonstrates ability to locate difficult to find records
  • Faxes material according to hospital policy, recognizing patient confidentiality
  • Demonstrates the ability to use all pertinent office equipment.
  • Performs other duties as needed upon request of the department director

Ability to read and effectively communicate in English

Physical demands of the position include: vision, hearing, repetitive motion and environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position without compromising customer service.

Additional Information

Important COVID message:

Please note, Nashoba Valley Medical Center is taking additional, necessary preparations to ensure patients can receive compassionate care in a safe, carefully managed environment - with confidence and without fear. Our Safe and Ready program consists of a rigorous [five-point] standard ensuring patient safety, confidence and convenience: Expanded hours will allow previously cancelled procedures to be scheduled as quickly as possible. Any COVID-19 related care takes place in designated areas away from other patients and their families. Emergency Departments are reorganized to be a safe place to treat all emergency patients. A stringent cleaning policy has been implemented throughout the hospital. A strictly controlled visitor and masking policy is required for patient safety. You can rest assured that we have made the necessary preparations to provide care in a safe, controlled and professional way.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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