EHR Release and Retention Coordinator

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Spartanburg Regional Medical Center
June 11, 2021
Spartanburg, South Carolina
Job Type


EHR Release and Retention Coordinator

  • Spartanburg, SC
  • Spartanburg Medical Center
  • Health Information Management
  • Full-Time - Days - 8am-5pm M-F
  • Administrative/Clerical
  • Job Grade E09
  • Req #: 40065


Position Summary


The Coordinator-Medical Record Release/Retention is responsible for maintaining an inventory of all medical record locations for SRHS entities, oversight of medical record retention schedules, and for the daily oversight of centralized ROI staff and associated operations activities supporting timely and accurate fulfillment of records requests.  Maintains positive and productive relationships with vendor partners, establishes and enforces productivity standards, and implements strategies supporting ROI under the corporate shared service model.


Organize work and set priorities; work as a team member with peers and other staff members; communicate effectively with customers from all levels; withstand stress of a fast-paced environment; handle confidential material; easily adjust to changes in policies, procedures, schedule, and fluctuation in workload; understand procedures of all computer applications used in Health Informatics Department; endure moderate walking and sitting.  Must have finger dexterity and complete use of hands, arms, and feet.  Must have good vision and good hearing acuity.  Must be in good physical condition. Must work weekends and holidays, as needed. He/She must have a good sense of judgment and display responsibility with minimal supervision. Performs other duties as assigned by Manager/Director.


Minimum Requirements



  • Associate’s degree in HIM or related field with required experience.  Bachelor’s degree preferred.



  • Five years’ experience in release of information and record management required.
  • Demonstrated knowledge in medical record regulatory requirements related to privacy and retention.
  • Experience in implementation/maintenance of computer systems and electronic health record systems required.



  • N/A


Preferred Requirements


Preferred Education

  • Bachelor’s Degree in Health Information Management


Preferred Experience

  • Epic HIM experience
  • Supervisory experience in a healthcare setting


Preferred License/Registration/Certifications     

  • RHIA/RHIT Certification


Core Job Responsibilities


  • Assists with the development of ROI policy, procedures, and workflow, ensuring timeliness, accuracy, standardization, efficiency, and compliance with external regulatory and accreditation requirements.
  • Maintains subject matter expert level proficiency in current and legacy system EMRs.  Maintains reference of medical record locations for SRHS entities including off-site storage, on-site paper/microfiche record storage, and current and legacy electronic record systems- both current and legacy systems.
  • Supervises ROI team members and manages the performance of these associates through ongoing coaching, feedback, and development to motivate, engage and drive a high performing team.
  • Assists in determining validity of questionable or complex requests/authorizations for medical record information.
  • Consults with Legal Services and Corporate Integrity as appropriate regarding subpoenas for medical records; participates in depositions as requested or required (subpoenaed).
  • Serves as primary point of contact and collaborates with release of information vendor and record storage vendors, ensuring services covered by contract are properly provided.
  • Serves as a lead on projects related to ROI workflow and system related changes.  Assists with all HIM ROI updates, enhancements, and the implementation of new technology.
  • Assists the HIM Leadership team and other stakeholders with planning and directing corporate electronic record information systems to meet internal and external needs related to the release of information, retention of records, legal medical record definition, and privacy and security.
  • Interacts closely with Information Technology to ensure optimal use of installed technology, identification of future needs, assistance with system updates and implementation of new technology as it relates to release of information, record storage, and privacy and security.
  • Monitor release of information system (i.e. Epic/vendor) dashboards, queues and reports to hold operations accountable for performance.
  • Identifies and implements process improvements according to industry best practice standards to make the best use of resources, decrease costs and to improve ROI services across the organization.
  • Collaborates with Training Team as needed in the development of training and resource documentation to ensure that appropriate training and reeducation is provided to ROI associates and other SRHS associates responsible for release of information.
  • Prepares work, vacation, and holiday schedules to ensure adequate staffing.
  • Conducts monthly Personal Management Interviews for supervised employees.
  • Evaluates employees annually and coaches and counsels them as needed.
  • Maintains patient confidentiality by not revealing and/or discussing patient information with anyone who does not have a legitimate interest in the information.
  • Serves as a resource to other HIM operations associates in the absence of other leaders.
  • Other duties as assigned

Additional Information

Spartanburg Regional is an integrated healthcare system that provides care from birth to hospice. As a a partner with the community for 90 years, we have earned a reputation for technological excellence. With more than 5,600 employees, Spartanburg Regional prides itself in being one of the most recognized healthcare facilities in Upstate South Carolina. A long list of accolades and accomplishments keep our employees proud. We believe the pride and quality in our organization is the result of a focused effort of our staff and resources.



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