Health Information Access Spec

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Effective Date:

6/25/2026

Entity:

Wisconsin

Job Code:

440010

Job Title:

Health Information Access Spec

FLSA Exemption Status:

Non-Exempt

Management Level:

Individual Contributor

JOB SUMMARY

The HIM Access Specialist can work on two distinct teams within the HIM department:  Release of Information (ROI) or Record Retrieval Management (R2M).  Both teams are vital to the patient care experience, but each serves a unique set of customers (internal and external). 

Record Retrieval Management (R2M) team members work directly with UW clinics & providers as well as patients and their families to facilitate the retrieval of pertinent medical documents and images from external facilities.  By requesting and monitoring the retrieval of PHI from multiple providers and clinics prior to the patient's initial visit that is complete, timely and accurate allows the patient and care team to start treatment right away.   Facilitating the record retrieval process in conjunction with the UW clinic(s), not only helps to improve the patient experience, but the valuable work that the R2M team performs also helps to decrease the wait time for patients to schedule their initial appointment.

Release of Information (ROI) team members are primarily responsible for processing STAT requests that impact continuity of care.  This position also serves as the electronic health record external access support contact to both internal and external end users providing appropriate support and/or access to information while maintaining the utmost patient confidentiality.  The incumbent also manages the advance medical directive process of review and acceptance/rejection, scanning and acknowledging receipt of an advance directive via letter to the patient.  This position approves, flags, and scans/indexes all verbal and exchange of information authorizations for UW Health.  This includes working with the patient and their families, and internal staff to ensure the document is valid prior to scanning it into the EMR. 

The incumbent for both ROI and R2M is expected to make independent, on-the-spot decisions, which are typically in response to state statutes and federal regulations.  Some workflows for both teams may require staff to work with the patient, the patient's family or legal representative, government agency or other provider(s) to ensure accuracy, and timeliness.  Both workflows require the incumbent to have professional communication skills both written and oral.

ESSENTIAL DUTIES

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Work with UW Specialty Clinics to identify pertinent patient information to assist in the Scheduling, Ambulatory Access, and Pre-Visit Planning processes.

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Work with the internal HIM and other UW teams to optimize workflows around record gathering and abstraction, streamlining the prior authorization process, and optimizing use of electronic medical records.

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Utilize EHR functionalities and Access Database to coordinate record retrieval from external providers.

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Upload PHI into the EHR following strict policies and procedures to ensure accurate, complete and timely access.

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Work with enterprise imaging to upload radiological images into the PACS system.

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Follow statutory guidelines and other regulations to independently evaluate and respond appropriately to requests from individuals, families, legal representatives, insurance companies, healthcare providers or government agencies for the release of patient health information.

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Review, access for compliance, prioritize, process/reject requests for ROI for all of UW Health, determining the most efficient mode of delivery as to not negatively impact patient care, payment of claims, or accommodating Federal regulatory mandates, as well as to avoid any potential breaches.

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Review Advance medical directives and legal documents, assess for compliance, approve/accept or reject as well as enter appropriate system FYI flags to alert clinicians of patient directives and trigger banner alerts throughout the EHR and scan applicable documents into the electronic health record.

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Review, assess for compliance, approve/reject and scan of all verbal and exchange of information authorizations and update system FYI flags to alert clinicians of patient directives re: sharing of information (and thus avoiding potential for breach of information).

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Receive, assess for compliance, process/reject patient requests for MyChart activation codes –working with patients/legally authorized representative to complete required paperwork.

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Provide telephone support from both internal and external callers (e.g., staff, doctors, patients, insurance companies, attorneys, etc.).

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Ensure privacy and security of all protected health information accessed and released is maintained at all times.

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Maintain accurate and complete databases to account for all disclosures.

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Maintain accurate and complete databases to ensure efficiencies.

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Process requests for timely and accurate release of information.

As needed, additional responsibilities reasonably within the scope of duties and physical requirements may be assigned.  ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS AND RESPECT FOR PEOPLE COMMITTMENTS.

X

Non-Clinical

JOB REQUIREMENTS

No minimum education

Required

High school diploma or equivalent.

Preferred

Associate's Degree

in HIM, HIT, or other relevant discipline

Preferred

One (1) to Three (3) years prior experience performing release of information activities, patient access and/or scheduling and registration or direct patient care experience (Electronic setting preferred). Bachelor’s degree in Health Information Management, or other related discipline may be substituted for years of experience

Required

Experience with EMR (EPIC, Care Everywhere – preferred)

Required

RHIT

Preferred

RHIA

Preferred

CAHIMS

Preferred

CPHIMS

Preferred

CRIS

Preferred

CNA

Preferred

EPIC Certification

Preferred

LICENSE, CERTIFICATIONS, AND REGISTRATIONS MUST BE MAINTAINED PER UW HEALTH POLICY. 

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MS Office Suite that includes Access,

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Analytical skills,

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Medical terminology,

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Familiarity with the UW Health System and the UW partner organizations locally and regionally,

•

HIPAA Compliance,

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Attention to details

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Professional written and verbal communication skills directed to a variety of customers

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Ability to react to frequent changes in duties and volume of work

•

Excellent internal and external customer service skills with the ability to remain calm, be patient and respond professionally to all requests

•

Ability to work in a team environment and to collaborate with a variety of professionals

•

Ability to maintain patient and employee confidentiality

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

☒

Sedentary: Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally and other sedentary criteria are met.

Up to 10#

Negligible

Negligible

☐

Light: Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that they can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.

up to 20#

Up to 10# or requires significant walking or standing or requires pushing/pulling of arm/leg controls.

Negligible or constant push/pull of items of negligible weight

☐

Medium: Medium work involves lifting no more than 50 pounds at a time with frequent lifting or carrying of objects weighing up to 25 pounds. If someone can do medium work, we determine that they can also do sedentary and light work.

20-50#

10-25#

Negligible-10#

☐

Heavy: Heavy work involves lifting no more than 100 pounds at a time with frequent lifting or carrying of objects weighing up to 50 pounds. If someone can do heavy work, we determine that they can also do medium, light, and sedentary work.

50-100#

25-50#

10-20#

☐

Very Heavy: Very heavy work involves lifting objects weighing more than 100 pounds at a time with frequent lifting or carrying of objects weighing 50 pounds or more. If someone can do very heavy work, we determine that they can also do heavy, medium, light, and sedentary work.

Over 100#

Over 50#

Over 20#

Other - list any other physical requirements or bona fide occupational qualifications not indicated above:

Over 50 lbs.

UW Health does not require, nor does it expect that its employees lift more than 50 lbs unassisted. Objects in excess of 50 lbs should be lifted or moved with mechanical means or through a team lift. Employees in patient care areas are expected to utilize mechanical lifts and adhere to the "Use of Mechanical Lifts (Liko)" policy in the Patient Services Policy and Procedure Manual.

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.

THE EMPLOYEE MUST BE ABLE TO COMPLETE ALL PHYSICAL REQUIREMENTS OF THE JOB WITH OR WITHOUT AN APPROVED ACCOMODATION. Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.