Medical Records Technician (Release of Information)

Summary

This position is in the Health Information Management (HIM) section at the Lexington Veterans Administration Medical Center. The Release of Information (ROI) Medical Records Technician 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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Total Rewards of a Allied Health Professional

The GS-6 Medical Records Technician (ROI) is considered the full performance level for ROI technician positions. ROI technicians at this level apply, interpret and analyze laws and regulations related to the disclosure of health information. They are responsible for educating requestors on requirements for submitting requests for health information and completing all requests for health information in accordance with applicable laws and regulations

Duties include but are not limited to:

• Responsible for evaluating the adequacy of each completed authorization form.
• Screens each request for information to determine urgency and assures that most urgent requests are completed first using established priority systems.
• Personally greets veterans/visitors and assists them 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 regarding the treatment of or referral for drug and/or alcohol abuse, Sickle Cell Anemia and infection with Human Immunodeficiency Virus (HIV).
• Processes 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.
• Evaluates validity of each request and determines what information is to be released in compliance with existing laws
• Ensures that proper authorization exists before release is made.
• Processes the request to the requesting agency or individual.
• Inputs all requests into the ROI computer package for logging and tracking of these requests.
• Provides advisory and technical assistance to patients, administrative staff and professional staff regarding release of information.
• Inquiries vary widely, and information given requires explanation of office functions, describing specific requirements, providing basic instructions, or a similar degree of detail.
• 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.
• Composes responses to routine requests tor 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 and to the person or agency designated to receive it.
• Composes 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.
• Transfers the confirmation codes to the ROI software package and closes the requests in both the ROI and Social Security packages.
• Completes and processes routine releases of information to other VA and Federal Agencies and when requested, to patients and their families, insurance representatives; attorneys, physicians, hospitals, and city and state health agencies according to VA directives.
• Accurately enters all requests into the ROI software with necessary information for each request for health information.
• Completes necessary transactions for deposit of money collected from subpoenas, legal fees, and processing fees for release of information to individuals and insurance companies.
• Performs other duties as assigned.

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

Recruitment Incentive (Sign-on Bonus): Not Authorized

Permanent Change of Station (Relocation Assistance): Not Authorized

Pay: Competitive salary and regular salary increases. When setting pay, a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Rate of the Grade).

Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year)

Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience.

Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA

Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)

Telework : Not Available

Virtual: This is not a virtual position.

Functional Statement # : 30658-F; 30798-F; 31308-F

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.
• 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 identification 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.
• 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 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-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 : The following criteria must be met in determining the grade assignment of candidates:

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. Examples of creditable experience includes, but is not limited to: receive and validate authorization forms and requests for information, and prioritize requests per policies and regulations; use various computer applications to track and release all authorized ROI requests; process and release health information to authorized first- and third-party requestors; initiate and maintain the accounting of disclosure for all records disclosed from a Privacy Act system of records; ensure compliance with policies, procedures, laws, and regulations governing privacy and release of information.

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:

• 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.).
• Knowledge of health record documentation guidelines and processes for disclosing protected health information.
• Ability to manage priorities and coordinate work in order to complete duties within required timeframes, and the ability to follow-up on pending issues.
• Knowledge of policies, procedures, laws, and regulations governing privacy and release of information.
• 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. Examples of creditable experience include, but are not limited to: receive and validate authorization forms and requests for information and prioritize requests according to policies and regulations; utilize various computer applications to track and release all authorized release of information requests; process and release health information to authorized first- and third-party requestors; initiate and maintain accounting of disclosure for all records disclosed from a Privacy Act system of records; communicate with internal and external stakeholders to provide technical expertise regarding the release of information process; ensure compliance with policies, procedures, laws, and regulations governing privacy and release of information.

AND,

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

• 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).
• 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.
• Ability to apply policies, procedures, laws, and regulations governing privacy and release of information to process requests for release of information.
• Ability to research and solve difficult questions related to release of health information in an accurate and timely manner.

Preferred Experience: Preferred experience navigating electronic and paper health records. Knowledge of VA Privacy and HIPAA laws/regulations and experience processing release of information requests for both first and third party requestors.

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: The work is primarily sedentary. There is walking, bending and reaching required such as for filing or locating material, and carrying items such as reports, documents, and supplies. Entering data and word processing on a personal computer may result in physical problems from the effects of repetitive motion and eyestrain.

Education

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

Note: One year of full-time undergraduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study, 30 semester hours is considered an academic year of graduate study.

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

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.

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.

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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