📍Hybrid| Danville, KY | Part-Time 

Position Overview

We are seeking a Health Information Specialist to support front desk operations and Release of Information (ROI) services at two healthcare locations in Danville, KY.This is a hybrid role, combining on-site, patient-facing responsibilities with remote work as business needs allow.

This role plays a critical part in ensuring the timely, accurate, and compliant handling of medical record requests. It is ideal for someone who enjoys working directly with patients, is detail-oriented, and is interested in long-term growth within a healthcare organization.

💼 Key Responsibilities

Responsibilities include, but are not limited to:

• Serve as the front desk point of contact for patient walk-ins requesting medical records or releases
• Provide phone support to patients, providers, and authorized requestors
• Process Release of Information (ROI) requests accurately and timely
• Fax, scan, and manage incoming and outgoing medical record requests
• Burn medical images to CDs and share images electronically as required
• Support client relationship management through professional communication
• Assist with reporting and administrative duties such as data entry and email
• Ensure compliance with HIPAA, privacy regulations, and facility policies

Travel / Site Coverage Requirements

This is a hybrid role supporting two sites. The specialist will:

• Be onsite 2 days per week for mail sorting and loading of requests
• Work within the HIM departments at both facilities

🎓 Training & Onboarding

• VROI training provided
• On-the-job, onsite training during the first 30 days

⭐ Skills

• Strong customer service and communication skills
• Comfortable working in a patient-facing, front desk environment
• Detail-oriented with the ability to manage confidential information
• Reliable, punctual, and professional
• Ability to multitask and work independently

🎯 Qualifications

• High School Diploma or GED required
  • Must be 18 years of age or older

We are hiring responsible, trustworthy individuals to join the Datavant team for a specialized, part-time role as a Chart Retrieval Specialist.  This role involves visiting various provider offices to retrieve medical records, utilizing excellent customer service skills and strong self-troubleshooting abilities to efficiently retrieve multiple records. The position also requires individuals to work independently, ensuring tasks are completed accurately and on time while maintaining a high level of professionalism.

Key Job Details:

• YOU COULD DRIVE UP TO 100 MILES DAILY
• HYBRID (home office and field)
• ADDITIONAL COMP: mileage reimbursement & per chart incentive
• Weekly hours vary (average 20 - 28 hr weekly)
• Cross training opportunities
• Requires availability Monday-Friday 8:00am - 5:00p in your time zone

You will:

• Visit various provider offices to scan or upload the assigned medical record charts, utilizing various EMR systems and using your Datavant provided laptop and equipment
• Work an average of 20-28 hours per week, with a fluctuating schedule that provides potential opportunities to increase hours during busier months 
• Professionally engage with healthcare providers while retrieving the required medical records, maintaining consistent communication with your remote team, providing daily updates regarding progress, challenges, and completed tasks.
• Access and manage your weekly schedule through Datavant systems, ensuring all appointments are confirmed and tracked and arriving at pre-scheduled appointments prepared and on time
• Use designated platform to confirm the correct charts for retrieval, accurately mark them as retrieved upon completion, and troubleshooting any technical issues as they arise  
• Work independently to meet department goals for chart retrieval accuracy and efficiency
• Complete end-of-day activities in designated company systems including daily logging of work hours into time management system and daily logging of mileage and reimbursements into expense reporting system 
• Adhere to the Company’s Code of Conduct and policies and maintain HIPAA compliance 
• Cross-train in multiple departments to provide support and supplement additional hours as needed 
• If desired, travel opportunities may be available with assignments in different geographic areas as needed
• Assist with additional work duties or responsibilities as evident or required

What you will bring to the table: 

• High School Diploma or equivalent required
• Availability between 8am-5pm at least three consecutive days per week required
• Must have a reliable, insured personal vehicle. Must have the ability to drive and have a valid driver's license in good standing 
• Must have reliable internet service and a phone with ability to communicate with remote supervisors
• Basic computer skills – ability to scan documents, save files, rename files, create folders, and upload to secure servers 
• Proven track record of punctuality, reliability, quality work, and ability to follow directions 
• Ability to work independently with minimal supervision 
• Ability to troubleshoot and/or overcome technical issues as they arise 
• Highly dependable - arriving to appointments on time and maintaining clear communication with supervisor and Regional Team 
• Business casual attire and a high level of professionalism required at all times 
• Access to a high-speed internet connection 
• Positive attitude and the desire to learn through training (full five-day training program begins upon hire) 
• Ability to roll and lift a 45lb equipment case for medical chart retrievals or maneuver a 25lb soft case.  

Additional Details:

• This is a part-time role with varied hours. Some weeks may be busier than others based on demand. 
• Datavant pays hourly for the time spent retrieving charts and a large portion of time spent driving to sites. Competitive mileage reimbursement is provided for a portion of mileage driven to sites.
• Datavant will provide paid training and support necessary for you to succeed in this role.

Working Conditions:

Over 90% of the time is spent indoors, with protection from weather conditions.  Exposure to noise levels that may be distracting or uncomfortable is present in only unusual situations. Uber rides and other rideshare services will not be approved for regular commute or in lieu of using a personal vehicle (or where appropriate, traditional public transportation [e.g., bus, train, subway]) for business purposes.

Physical Requirements:

Driving is a considerable portion of the position. Sitting, talking, hearing and near vision are required over 90% of the time, while walking is required about 10% of the time.  Standing is required over 30% of the time.  The sense of touch is required 90% of the time and reaching is required about 50% of the time.  Bending, twisting, and climbing are required, as is far vision, but only for 10% or less of the time.  Low levels of lifting (10 pounds or less) are required about 25% of the time, while medium levels (20 to 40 pounds) of lifting and carrying are required less than 5% of the time.  High levels (52 pounds) of lifting are required under 2% of the time.   

Position Highlights:

• Full-Time: Monday-Friday 8:00AM-4:30 PM EST
• Location: This role will be performed at one location (Manchester, KY 40962)
• Comfortable working in a high-volume production environment.
• Processing medical record requests by taking calls from patients, insurance companies and attorneys to provide medical status.
• Documenting information in multiple platforms using two computer monitors.
• Full Benefits: PTO, Health, Vision, and Dental Insurance and 401k Savings Plan and tuition Assistance 

You will:

• Receive and process requests for patient health information in accordance with Company and Facility policies and procedures.
• Maintain confidentiality and security with all privileged information.
• Maintain working knowledge of Company and facility software.
• Adhere to the Company's and Customer facilities Code of Conduct and policies.
• Inform manager of work, site difficulties, and/or fluctuating volumes.
• Assist with additional work duties or responsibilities as evident or required.
• Consistent application of medical privacy regulations to guard against unauthorized disclosure.
• Responsible for managing patient health records.
• Responsible for safeguarding patient records and ensuring compliance with HIPAA standards.
• Prepares new patient charts, gathering documents and information from paper sources and/or electronic health records.
• Ensures medical records are assembled in standard order and are accurate and complete.
• Creates digital images of paperwork to be stored in the electronic medical record.
• Responds to requests for patient records, both within the facility and by external sources, retrieving them and transmitting them appropriately.
• Answering of inbound/outbound calls.
• May assist with patient walk-ins.
• May assist with administrative duties such as handling faxes, opening mail, and data entry.
• Must meet productivity expectations as outlined at a specific site.
• May schedules pick-ups.
• Other duties as assigned.

What you will bring to the table: 

• High School Diploma or GED.
• Ability to commute between locations as needed.
• Able to work overtime during peak seasons when required.
• Basic computer proficiency.
• Comfortable utilizing phones, fax machines, printers, and other general office equipment on a regular basis.
• Professional verbal and written communication skills in the English language.
• Detail and quality oriented as it relates to accurate and compliant information for medical records.
• Strong data entry skills.
• Must be able to work with minimum supervision responding to changing priorities and role needs.
• Ability to organize and manage multiple tasks.
• Able to respond to requests in a fast-paced environment.

Bonus points if:

• Experience in a healthcare environment.
• Previous production/metric-based work experience.
• In-person customer service experience.
• Ability to build relationships with on-site clients and customers.
• Comfortable bringing new ideas, process improvement suggestions, and feedback to internal stakeholders.