MEDICAL RECORDS TECHNICIAN (ROI)

Summary

This position is located in the Release of Information (ROI) section at the Charlotte VA Health Care Center; Charlotte, North Carolina. Release of Information (ROI) technicians disclose health information in accordance with all laws and regulations governing authorization and disclosure of health information.

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Duties

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At the full performance level (GS-06), you will serve as a Medical Records Technician (Release of Information) responsible for applying, interpreting, and analyzing laws and regulations related to the disclosure of health information.

Your duties will include, but are not limited to:

• Evaluate the adequacy of each completed authorization form. Screen each request for information to determine urgency and assure that most urgent requests are completed first using established priority systems. Professionally greet veterans/visitors and assist them in determining the exact nature of the request and whether the information requested can be released.
• Apply public laws, rules, regulations and exclusions governing confidentiality of the medical record, including the Privacy Act, Freedom of Information Act (FOIA) and 38 U.S.C. 7332 governing the release of records containing information regarding the treatment of or referral for drug and/or alcohol abuse, Sickle Cell Anemia, and infection with Human Immunodeficiency Virus (HIV).
• Process all incoming requests to the facility for Release of Information (ROI) along with information required by the VA Regional Office through the Automated Medical Information Exchange (AMIE), referring only problem cases to the Supervisor.
• Evaluate the validity of each request. Determine which information is to be released in compliance with existing laws (Privacy Act of 1974, FOIA, and Health Insurance Portability and Accountability Act). Ensure that proper authorization exists before release is made. Process the request to the requesting agency or individual. Input all requests into the ROI computer package for logging and tracking of these requests.
• Receive and direct callers and visitors. Receive and/or give out forms and assist visitors and/or callers with the completion of forms or documents. Respond to questions from patients concerning services. Provide advisory and technical assistance to patients, administrative staff, and professional staff regarding release of information.
• Search records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate data. Locate materials that would verify information given. Review 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.
• Compose responses to routine requests for release of patient information. Select and compile information from health records and prepare correspondence, typically using standard form or standard formats for letters. Ensure the information released is limited to what is specifically authorized and to the person or agency designated to receive it.
• Compose detailed explanations in response to correspondence received, arranging information into logical sequence and appropriate format and choosing appropriate words and expressions to convey the desired tone. Determine extent and tone of replies independently.
• Resolve conflicting or inconsistent information found on initial requests. This involves dealing with patients and/or third parties to resolve discrepancies, sorting out errors and reconstructing past transactions, cases or events, or finding alternative sources of information.
• Reply to vague, incomplete, or ambiguous inquires by independently recognizing issues, topics or problems. Find alternative sources of information on which to base a reply when correspondent has provided sketchy or inaccurate information.
• Process Social Security requests for health information using ROI software. Download VistA Imaging documents and ROI software documents onto a secure Network Drive. Access the secured Social Security Web page and upload the documents to the Web portal. Transfer the confirmation codes to the ROI software package and close the requests in both the ROI and Social Security packages.

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

Telework : Not Available

Virtual: This is not a virtual position.

Permanent Change of Station (PCS): Not Authorized

Fi nancial Disclosure Report: Not required

Requirements

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Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• You may be required to serve a probationary period.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

Qualifications

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.
• English Language Proficiency. MRTs (ROI) must be proficient in spoken and written English, as required by 38 U.S.C. § 7403(f).
• 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). (Transcripts Required). 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: (Transcripts Required).
  • (a) 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.
  • (b) 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-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 :

Experience. One year of creditable experience equivalent to the next lower grade level (GS-5).

Assignment. This is considered the journey level for MRT (ROI) positions. Employees at this level 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. They receive and validate authorization forms and requests for information and prioritize requests according to policies and regulations. They use various computer applications to track and release all authorized release of information requests. MRTs (ROI) process and release health information to authorized first- and third-party requestors. They initiate and maintain the accounting of disclosure for all records disclosed from a Privacy Act system of records. They communicate with internal and external stakeholders to provide technical expertise regarding the release of information process. They ensure compliance with policies, procedures, laws, and regulations governing privacy and release of information.

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

References: VA Handbook 5005/123, Part II, Appendix G58. Medical Records Technician (Release of Information) - GS-0675; Dated: December 10, 2019.

The full performance level of this vacancy is GS-6.

Physical Requirements: This work is mainly sedentary in an office environment. There is predominately sitting with some periods of walking, standing and bending. Some work may require lifting up to 15 lbs. (boxes, papers, etc.).

Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on 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

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.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

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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