Medical Records Technician (ROI)

Summary

This position is located in the Benefits and Data Management (BDMS) section at the VA Northern California Medical Center. The Medical Record Technician (MRT) in the Release of Information (ROI) section reviews and processes requests for patient protected health information (PHI) and is expected to work closely with all members of the health care team.

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Duties

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The duties in this position are primarily advisory and technical in nature. The medical records technician in the release of information section is able to apply, interpret, and analyze laws and regulations related to the disclosure of health information. MRTs (ROI) are responsible for educating requestors on requirements for submitting requests for health information. Major duties include but are not limited to the following:

• Evaluates the adequacy of each completed authorization form for release of medical records;
• Accessing and release of medical records in a highly complex, multispecialty acute care hospital;
• Providing high levels of customer service to Veterans and other stakeholder in person, by phone, or other approved medium;
• Working in a busy and diverse office environment with requirements to multitask and prioritize duties effectively including appropriate elevation of issues;
• Abstracts and processes medical releases' of authorizations to release medical information with valid requests that pertain to the Privacy Act, the Freedom of Information Act and Health Insurance Portability and Accountability Act; requests for information from patient's medical records for release to appropriate facility, agency or physician;
• Reviews paper and computerized medical records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and release;
• Completes and processes routine releases of information to other VA and Federal Agencies and when requested, to patients and their families, insurance representatives, physicians, hospitals, and city and state health agencies according to VA directives.
• Medical records requests are downloaded and formatted to a CD from multiple computer systems;
• Composes and types all forms of correspondence to insurance companies, veterans, health care facilities, and other requestors;
• Screens each request for information to determine urgency and assures that most urgent requests are completed fist using established priority systems;
• Assists Veterans/visitors in determining the exact nature of the request and whether the information requested can be released;
• Applies public laws, rules, regulations and exclusions governing confidentiality of the medical record, including the Privacy Act, Freedom of Information Act and 38 U.S.C. 7332 governing the release of records containing information
• Processes all incoming requests to the facility for Release of Information (ROI) along with information required by the VA Regional Office;
• Evaluates validity of each request and determines which information is to be released in compliance with existing laws;
• Ensures that proper authorization exists before release is made and processes the request to the requesting agency or individual;
• Inputs all requests for logging and tracking;
• Receives and/or gives out forms, and assists visitors and/or callers with the completion of forms or documents and responds to questions from patients concerning services;
• Searches records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate data;
• Reviews paper and computerized health records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and released;
• Employee composes responses to routine requests for release of patient information;
• Selects and compiles information from health records and prepares correspondence, typically using standard form or standard formats for letters;
• Ensures the information released is limited to what is specifically authorized;
• Processes Social Security requests for health information using ROI software;
• Completes and processes routine releases of information to other VA and Federal Agencies and when requested, to patients and their families, insurance representatives, physicians, hospitals, and city and state health agencies according to VA directives;
• Processes requests within established time standards.

Work Schedule : Monday - Friday 8:00am - 4:30pm

Telework : Not Available

Virtual: This is not a virtual position.

Functional Statement # : 10140F/10139F/10138F

Relocation/Recruitment Incentives : Not Authorized

Permanent Change of Station (PCS): Not Authorized

Requirements

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Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met.

Basic Requirements :

• United States Citizenship : Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
• Experience and Education
  • Experience. One year of creditable experience that indicates knowledge of medical terminology and general understanding of health records. Six months of the required one year of creditable experience must have provided the knowledge, skills, and abilities (KSAs) needed to perform MRT (ROI) work. OR,
  • Education. An associate's degree from an accredited college or university recognized by the U.S. Department of Education with a major field of study in health information technology/health information management, or a related degree with a minimum of 12 semester hours in health information technology/health information management (e.g., courses in medical terminology, anatomy and physiology, legal aspects of health care, and introduction to health records). OR,
  • Experience/Education Combination. Equivalent combinations of creditable experience and education are qualifying towards meeting basic experience requirements. The following experience and educational/training substitutions are appropriate for combining education and creditable experience:
    
    
    • Six months of creditable experience that indicates knowledge of medical terminology, privacy and release of information, the health record, and one year above high school with a minimum of six semester hours of health information technology/health information management courses.
    • Six months of creditable experience that indicates knowledge of medical terminology, privacy and release of information, the health record, and successful completion of a course for medical technicians, hospital corpsmen, medical service specialists, or hospital training obtained in a training program given by the Armed Forces or the U.S. Maritime Service under close medical and professional supervision. The training program may be substituted on a month- 3 for-month basis for up to six months of experience provided the training program included courses in anatomy and physiology, and health record techniques and procedures.

May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria).

Grade Determinations :

Medical Records Technician (ROI), GS-4

Experience or Education. None beyond basic requirements.

Medical Records Technician (ROI), GS-5

Experience. One year of creditable experience equivalent to the next lower grade level;

OR

Education. Successful completion of a bachelor's degree from an accredited college or university recognized by the U.S. Department of Education, with a major field of study in health information management, or a related degree with a minimum of 24 semester hours in health information technology/health information management (e.g., courses in medical terminology, anatomy and physiology, legal aspects of health care, and introduction to health records).

AND

Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate all of the following KSAs:

(a) Ability to utilize health information technology and various office software products utilized in MRT (ROI) positions (e.g., the electronic health record, release of information systems, etc.).

(b) Knowledge of health record documentation guidelines and processes for disclosing protected health information.

(c) Ability to manage priorities and coordinate work in order to complete duties within required timeframes, and the ability to follow-up on pending issues.

(d) Knowledge of policies, procedures, laws, and regulations governing privacy and release of information.

(e) Ability to communicate with individuals from various backgrounds to obtain the desired effect or gaining information by establishing rapport.

Medical Records Technician (ROI), GS-6

Experience. One year of creditable experience equivalent to the next lower grade level.

AND

Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate all of the following KSAs :

(a) Knowledge of the laws and regulations related to the authorization and disclosure of health information (e.g., Privacy Act, Freedom of Information Act, Health Insurance Portability and Accountability Act (HIPAA), and 38 U.S.C. § 7332, Confidentiality of Certain Medical Records).

(b) Ability to apply health record documentation guidelines and processes to navigate efficiently through the paper and/or electronic health record to locate, assemble, and disclose protected health information.

(c) Ability to apply policies, procedures, laws, and regulations governing privacy and release of information to process requests for release of information.

(d) Ability to research and solve difficult questions related to release of health information in an accurate and timely manner.

Preferred Experience:

• Acute care, multi-specialty hospital, medical records, HIPAA, Privacy Laws, and release of information regulations Selective Placement Factor
• Current experience in the last 5 years

Reference: For more information on this qualification standard, please visit

The full performance level of this vacancy is GS 6. The actual grade at which an applicant may be selected for this vacancy is in the range of GS 4 to GS 6.

Physical Requirements: See VA Directive and Handbook 5019.

Education

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit:

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

This job opportunity announcement may be used to fill additional vacancies.

This position is in the Excepted Service and does not confer competitive status.

VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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