Health Information Management Consultant Epic Medical Record System

The Vendor is required to provide qualified health information management (HIM) consultant for epic medical system.
- Provide oversight of the hospital’s Epic-based medical record system, including Epic-enabled Release of Information (ROI) workflows and Legal Medical Record governance.
- Oversight will emphasize Epic configuration, workflow controls, auditability, and operational practices that ensure the hospital can reliably define, protect, retrieve, and disclose the Legal Medical Record and Designated Record Set.
- Consultants must be able to demonstrate Epic proficiency in HIM/ROI and medical record integrity workflows, including build-aware workflow evaluation (ability to assess whether Epic tools/configuration support policy and compliance)
- Consultants shall conduct scheduled visits no less than one onsite visit per year
- Consultants shall work an average of 12 hours per month of remote work, with the possibility of additional hours as needed.
- Minimum cadence:
•    Quarterly formal review (2–4 hours, depending on scope and volume) focused on Epic HIM/ROI controls, reporting, and high-risk workflows.
•    Monthly touchpoint (30–60 minutes) with HIM Director, HIM Supervisor, and/or Compliance/Privacy to review Epic workflow issues, audit trends, and action items.
- Authorization/verification workflow in Epic; disclosure tracking/logging; queue management; timeliness; sensitive-category handling; release output quality controls
- Definition/contents; alignment to the Designated Record Set; Epic mechanisms used to generate/export the Legal Medical Record; retention/availability; amendment/correction controls and auditability
- Assessment of whether Epic workflows, user roles/security, and documentation practices match written HIM/ROI policies; staff training adherence
- High/medium/low risk issues with rationale, including Epic control gaps and operational impacts
- Specific actions, owners, target dates, and whether changes are workflow, training, policy, or Epic build/security/reporting changes
- Follow-up on prior quarter action items and validation of completion (including evidence produced from Epic where applicable)
- Policies, Procedures, and Epic Governance Support:
•    Review and recommend updates (and/or provide templates) for HIM/ROI policies mapped to Epic workflows, including:
•    Epic ROI intake, identity verification, logging, minimum necessary, turnaround standards, and quality checks for release outputs
•    Subpoenas/legal requests workflow, escalation, and Epic evidence capture
•    Epic amendments/corrections, late entries, and record reconciliation processes (including governance approvals and audit trail retention)
•    Legal medical record definition and maintenance and how it is operationalized in Epic 
•    Record retention, export/production standards, legal holds, and destruction holds (as applicable to Epic and downstream repositories)
- HIM leadership, Compliance/Privacy, Risk Management, Legal Counsel (as appropriate), and Epic Security/Epic Application leadership when build or access controls are implicated
- Consultant to be available for ad hoc consult for urgent issues, including Epic workflow guidance, audit trail interpretation, and high-risk disclosure decision support.