Medical Records Technician (Release of Information)

Summary This position is located in the Health Information Management Section (HIMS) at the Central Virginia VA Health Care System (CVHCS) located in Richmond Virginia. The MRT (ROI) reviews and processes requests for patient protected health information (PHI). The incumbent also provides direct customer service to the Veteran (or third party), by providing copies of the Veteran's PHI, when a signed, written request is received, or upon the Veteran's valid authorization to a third party. Responsibilities Duties 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. 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; 3 : 30pm-midnight. Telework : No Virtual : This is not a virtual position Functional Statement # : 000000 Relocation / Recruitment Incentives : Not Authorized Financial Disclosure Report : Not required Requirements 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). All persons employed in VHA as a MRT (ROI) on the effective date of this qualification standard are considered to have met all qualification requirements for the grade held, including positive education and licensure / certification / registration that are part of the basic requirements of the occupation. Employees who do not meet all the basic requirements in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply : (1) Such employees in an occupation that does not require a licensure / certification / registration may be reassigned, promoted, or demoted within the occupation, but will not be promoted beyond the journey level or placed in supervisory or managerial positions. (2) Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended, or be reappointed on a temporary or permanent basis, until they fully meet the basic requirements of the standard. (3) Employees initially grandfathered into this occupation, who subsequently obtain additional education and / or licensure / certification / registration that meet all the basic requirements of this qualification standard, must maintain the required credentials as a condition of employment in the occupation. Grade Determinations : In addition to the Basic Requirements above, candidates must also meet any additional requirements to include KSAs based on grade assignment below. Medical Records Technician (ROI), GS-6 Experience. One year of creditable experience equivalent to the next lower grade level. Demonstrated Knowledge, Skills, and Abilities (KSAs). 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 : Comprehensive knowledge of Release of Information processes in VHA (including through My HealtheVet) and providing Outstanding customer service. References : VA Handbook 5005 / 123 Appendix G58 Part II, dated December 10, 2019. The full performance level of this vacancy is GS 6. Physical Requirements : The work is sedentary, but may require walking, bending, standing, and / or carrying of light items such as files and manuals. 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. 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.