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Apply Job ID 60527 Job Type Full Time Shift Day Specialty Clerical/Administrative
About us

At Cooper University Health Care, our commitment to providing extraordinary health care begins with our team. Our extraordinary professionals are continuously discovering clinical innovations and enhanced access to the most up-to-date facilities, equipment, technologies and research protocols. We have a commitment to our employees by providing competitive rates and compensation, a comprehensive employee benefits programs, attractive working conditions, and the chance to build and explore a career opportunity by offering professional development.

Discover why Cooper University Health Care is the employer of choice in South Jersey.

Short Description

Responsible for processing all release of information requests and subpoenas in a timely and efficient manner ensuring accuracy of all requests.  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 are in compliance with the request, authorization, Cooper University Health Care’s policy and HIPAA regulations.

  • Completes release of information request including retrieving patient’s paper and electronic medical record.
  • Validates requests and authorizations of release of medical information according to established Cooper University Health Care policy.
  • Perform quality checks on all work to ensure accuracy of the release, confidentiality, and proper invoicing.
  • Receive incoming requests including opening mail, assisting walk-ins and telephone inquiries, and retrieving facsimile inquiries, depending on the needs of the patient.
  • Maintains working knowledge of the existing state laws and fee structure.
  • Work with privileged information in a conscientious manner while releasing medical records in an efficient, effective, and accurate manner.
  • Travel to medical practice locations on foot.
  • Perform pick-ups and deliveries in a timely fashion in accordance with Cooper University Health Care policy.
  • Confirm patient name and account number are on every page in the record front and back.
  • Prep all pages for the scan process (i.e., removing staples and making sure that the quality of the document is readable).
  • Examines pages and verifies patient identification on each page.
  • Appropriately batches and scans documents into EPIC.
  • Manually indexes documents to the correct level as established by Cooper University Health Care policy.
  • Minimizes duplicate entries. Inspects the quality and accuracy of each document scanned.
  • Monitor the manual indexing queue of unassigned images.
  • Confirm that all records ready for indexing have been received.
  • Determine the correct patient name, account number, document type or section (if appropriate)
  • Index the image (encounter, section or document) appropriately by required patient date elements according to Cooper University Health Care specific guidelines.
  • Review each image and verify the following:
  1. Correct patient name and account number.
  2. Proper indexing into the patient chart grouping.
  3. Image quality (readable, orientation, multiple sides, etc.)
  • Identify errors requiring correction in accordance with Cooper University Health Care policies and procedures
  • All duties as assigned.
  • Schedules appointments for patients in EPIC and/or Mosaiq following specific protocols determined by departments/specialists.
  • Reviews and confirms patient’s insurance eligibility, refers patients as appropriate who do not have 100% insurance coverage.
  • Documents and enters all necessary demographic and financial information into the appropriate screens in the system.

Special Requirements


High School graduate or equivalent with GED. 


Experience in health information management department preferred.  Experience processing release of information requests and subpoena requests required. Good oral and written communication skills. Experience with EPIC preferred

Other Qualifications:

Knowledge of medical record format and content for all patient records.

Competent knowledge of understanding of anatomy.

Competent knowledge of medical terminology.

Ability to review record and verify patient identification.

Strong computer skills.

Good verbal, written and computer communication skills.

Ability to perform job function and make decisions with limited supervision.

Detail oriented.

Ability to interact with patients and representatives from departmental practices.

Scheduled Days / Hours: m-fri 40 hours


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