Records Officer
You handle release of information. When a patient — or an authorised third party such as an insurer, a lawyer or another hospital — asks for a copy of medical records, you are the person who logs the request, reviews it, compiles the record pack, discloses it and delivers it, and keeps the disclosure log. Records access is a patient right, so this capability is always available — it is gated to your role, not sold as an add-on.
Release of information is the controlled disclosure of a patient’s records to the patient or an authorised third party. PHI is Protected Health Information.
What you can do
Section titled “What you can do”As a records officer, you can:
- Read the request queue — every records request, its detail, and the disclosure log.
- Log a request — capture a request that arrives at the front desk, by email or by phone (patients can also raise their own from the portal).
- Review and decide — assign a request and approve it in full, approve it in part, or deny it.
- Compile the record pack — run the longitudinal compiler that gathers the patient’s record into one encrypted Medical Records Pack.
- Disclose and deliver — release a finished pack as a secure portal share or a printed pickup, which writes the disclosure into a permanent, tamper-evident log.
- Manage the records settings — including the optional records-copy fee, which is off by default.
Every disclosure is recorded and cannot be altered after the fact.
What you cannot do
Section titled “What you cannot do”The records-officer role is scoped to release of information. It does not give you clinical authoring access — you do not write notes, enter results or prescribe. You compile and disclose what is already in the record; you do not change it. Releasing records is a deliberate, logged act — a partial approval or a denial is recorded with its reason, and nothing leaves the building without a disclosure-log entry.
Where you work
Section titled “Where you work”| Screen | Module | What you do there |
|---|---|---|
| Request Queue | Records | See and triage incoming requests |
| Request Detail | Records | Review, assign, approve / partial / deny |
| Record Pack | Records | Compile the longitudinal pack |
| Disclosure | Records | Deliver and write the disclosure log |
| Settings | Records | The optional records-copy fee |
A typical day
Section titled “A typical day”- Open the Request Queue (Records) and review new requests — from the portal, the front desk, email or phone.
- Log any that came in off-line, capturing who is asking and what they are entitled to.
- Review each request and decide: approve in full, approve in part, or deny — recording the reason.
- For an approved request, compile the record pack into one encrypted file.
- Disclose and deliver the pack by portal share or printed pickup; the delivery is written to the immutable disclosure log.
Related guides
Section titled “Related guides”- How-to: Log a third-party request, Review a request, Compile the pack, Disclose and deliver
- Workflow: Release of information
- Module: Records