Forms Specialist Team Lead

The Forms Specialist Team Lead (FSTL) is responsible for processing Release of Information (ROI) requests and completing health-related forms in a timely, accurate, and compliant manner. This role ensures that patient health information is handled according to HIPAA regulations, company policies, and authorized requests while maintaining the highest level of privacy and security.

The specialist works in a high-volume production environment and collaborates with providers, patients, insurance companies, and internal teams to fulfill medical record requests and complete documentation.

Key Responsibilities

ROI Processing & Medical Record Requests

• Receive and process requests for patient health information in accordance with company and facility policies.

• Process medical record requests efficiently while maintaining accuracy and confidentiality.

• Respond to inquiries from patients, insurance companies, and attorneys regarding record status.

• Retrieve, prepare, and transmit patient records to authorized recipients.

• Review and validate patient authorizations before releasing any Protected Health Information (PHI).

• Ensure all form releases comply with HIPAA, state regulations, and company policies.

Health Forms Processing

• Receive health-related forms through the HealthForms system.

• Complete STD, FMLA, LTD, and other medical forms accurately using documented provider notes without interpretation.

• Identify discrepancies or missing information and escalate when necessary.

• Provide completed forms to providers for review and signature.

• Compile and release supporting medical documentation as authorized.

Documentation & Records Management

• Prepare and organize patient charts using paper and electronic records.

• Assemble medical records in standard order ensuring accuracy and completeness.

• Scan and create digital images of paperwork for electronic medical records.

• Maintain working knowledge of company and facility software systems.

• Document activity across multiple platforms using dual monitors.

Compliance & Quality Assurance

• Safeguard patient information and maintain strict confidentiality.

• Perform quality checks on documents prior to release or submission.

• Ensure documentation released matches the authorized request.

• Consistently apply medical privacy regulations to prevent unauthorized disclosure.

• Assist with quality assurance tasks and operational compliance initiatives.

Customer Service & Administrative Support

• Handle inbound and outbound phone calls, email boxes, patient/client inquiries related to forms requests.

• Assist with administrative duties such as faxing, electronic request handling, monitoring electronic folders, intake/output of requests, and data entry.

• Inform management of workflow issues, volume fluctuations, or operational challenges.

• Maintain professional communication with internal and external stakeholders.

Team Support & Leadership

• Assist with onboarding and training new associates.

• Mentor Forms Specialist staff as needed.

• Participate in training sessions, new business implementations, project teams, and operational improvement initiatives.

• Generate reports and assist leadership with operational insights.

• Support regional teams with training, mentoring, or coverage when required.

Work Environment

• Fully remote position

• High-volume production environment

• Frequent computer use with dual monitors

• Regular interaction via phone, fax, and digital communication tools

Required Qualifications

• High School Diploma or GED

• Must be 18 years or older

• Minimum 2 years of Health Information Management (HIM) or related experience

• Basic computer proficiency and strong data entry skills

• Proficient with Microsoft Office (Word and Excel)

• Experience in multiple EMR systems (Epic, Next Gen, Athena, etc)

• Strong attention to detail and quality control

• Ability to work independently with minimal supervision

• Strong organizational and multitasking abilities

• Professional written and verbal communication skills in English

• Ability to work in a fast-paced environment and adapt to changing priorities

Preferred Qualifications

• 2+ years of Health Information or ROI experience

• Experience in production or metric-based work environments

• Demonstrated ability to meet or exceed productivity standards

• Experience training or mentoring team members

• Strong problem-solving and presentation skills for small group settings

Benefits

Datavant offers a comprehensive benefits package including:

• Paid Time Off (PTO)

• Medical, Vision, and Dental Insurance

• 401(k) Savings Plan

• Tuition Assistance

• Company-provided equipment (computer, monitor, virtual phone, etc.)

• Comprehensive virtual training program with mentor job shadowing