Medical Records Technician (Release Of Information)

Duties include but are not limited to the following:

• 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. Determining which information is to be released in compliance with existing laws (Privacy Act of 1974 Freedom of Information Act and Health Insurance Portability and Accountability Act); 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; searches records or files to compose responses including electronic searches to retrieve and summarize hard-to-locate data. Locates materials that would verify information given. Reviews paper and computerized health records 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 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. Determines extent and tone of replies independently.
• Resolves 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.
• Processes Social Security requests for health information using ROI software. Downloads VistA Imaging documents and ROI software documents onto a secure Network Drive. Accesses the secured Social Security Web page and uploads the documents to the Web portal. 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 physicians hospitals and city and state health agencies according to VA directives. Processing must be accomplished within established time standards. 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.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory qualification and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday - Friday 8:00am to 4:30pm
Telework: Not authorized. Ad-Hoc may be authorized at supervisors discretion.
Functional Statement #: 00000

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 drivers 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 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:

1. 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
2. Education. An associates 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
3. 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: (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 for GS-04: None beyond basic requirements
Grade Determination for GS-05: Experience: One year of creditable experience equivalent to the next lower grade level; OR Education: Successful completion of a bachelors 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).In addition to the Experience/Education requirement 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. 5 (e) Ability to communicate with individuals from various backgrounds to obtain the desired effect or gaining information by establishing rapport.
Grade Determination for GS-6: Experience. One year of creditable experience equivalent to the next lower grade level. Inaddition to Experience 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.

Reference: For more information on this qualification standard please visit qualify for this position applicants must meet all requirements by the closing date of this announcement.

The full performance level of this vacancy is 06. The actual grade at which an applicant may be selected for this vacancy is in the range of 04 to 06.

Physical Requirements: Physical Requirements: The work is for the most part sedentary with occasional lifting of files usually not exceeding 25 lbs.