Lead Medical Record Technician (ROI)

Total Rewards of a Allied Health Professional

The duties in this position are primarily advisory and technical in nature. Incumbent is 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 fist 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).

The incumbent 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. Determines 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.

Receives and directs callers and visitors. Receives and/or gives out forms and assists visitors and/or callers with the completion of forms or documents. Responds to questions from patients concerning services. 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.

Work Schedule: Monday-Friday 7:30am-4pm/8:00am-4:30pm
Compressed: May be available
Recruitment/Relocation Incentives (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.
Parental Leave: After 12 months of employment up to 12 weeks of paid parental leave in connection with the birth adoption or foster care placement of a child.
Child Care Subsidy: After 60 days of employment full time employees with a total family income below $144000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66.
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)
Ad-Hoc Telework: Authorized telework that occurs on an occasional non-routine basis. Telework that occurs to complete short-term special assignments or to accommodate special circumstances even though the telework arrangement may occur continuously for a limited and specific period of time.
Virtual: This is not a virtual position.
Functional Statement #: F7932
Permanent Change of Station (PCS): Not Authorized

Notifications:

• The incumbent may be required to travel to other VA campuses and CBOCs.
• Current and former Federal employees must submit copies of their most recent SF-50 (Notice of Personnel Action).
• The SF-50 must identify the position title series grade step tenure and type of service (Competitive or Excepted). In some cases more than one SF-50 may be required to show a higher grade previously held.
• Narrative responses to the knowledge skills and abilities (KSAs) may be required from the selectee in order to proceed with the appointment.
• This position is not a Bargaining Unit position.
• This position is in the excepted service.
• This position is covered by locality-based comparability pay.

• 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 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.

• 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.

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.

Citizenship. Citizen of the United States. (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with chapter 3 section A paragraph 3g this part.) b. 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 or-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.

Physical Requirements. See VA Directive and Handbook 5019.

English Language Proficiency. Medical Record Technicians (MRTs HIT must be proficient in spoken and written English in accordance with chapter 2 section D paragraph 5a this part.

GRADE REQUIREMENTS. . MRTs (ROI) must be proficient in spoken and written English as required by 38 U.S.C. 7403(f)

Lead Medical Records Technician (ROI) GS-7

(1) Experience. One year of experience equivalent to the next lower grade level.

(2) Assignment. For all assignments above the journey level the higher-level duties must consist of significant scope complexity (difficulty) range of variety and be performed by the incumbent at least 25% of the time. This assignment is for facilities that cannot justify or support a MRT (ROI-Legal) assignment and must place a lead MRT (ROI) over employees up to the journey level. Lead MRTs (ROI) monitor quality and quantity of work to ensure adherence to applicable requirements and regulations. They ensure the work assignments of the team are carried out by performing duties which include distributing and balancing workload monitoring the status and progress of work instructing and answering employee questions checking employee work and amending or rejecting work not meeting standards. Lead MRTs (ROI) develop training and provide resources pertaining to VHA and other Federal policies guidelines and regulations. They conduct training for all new release of information staff regarding the software the process of requesting archived health records and the use of VHA computer applications. Lead MRTs (ROI) act as the technical experts and provide consultation regarding HIPAA and the Privacy Act as it pertains to release of information.

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

• Ability to work with a team to provide technical guidance plan organize and coordinate activities of release of information to effectively complete job assignments (i.e. distributing workload monitoring the status and progress of work monitoring accuracy of work and ensuring required timelines are met.)
• Knowledge of the laws and regulations related to the authorization and disclosure of health information.
• Ability to effectively communicate both orally and in writing to meet program objectives.
• Ability to prepare reports in various formats and present data to various organizational levels.
• Ability to provide or coordinate staff development and training.