Medical Records Technician (ROI)

Job Title

Medical Records Technician

Duties

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 stakeholders 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 first 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