Medical Records Tech (Roi)

Major Duties Include:

• The incumbent processes all incoming requests to the facility for 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 (FOIA) and HIPAA.
• Ensures that proper authorization exists before release is made.
• Processes the request to the requesting agency or individual.
• Inputs all requests into the ROI software 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.
• 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 electronic 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 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.
• Processes Social Security requests for health information using ROI software.
• Downloads documents from the EHR including scanned images 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 and closes the requests in both the ROI and Social Security 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.
• 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.
• All other duties as assigned.

Work Schedule: 8:00am - 4:30pm Monday - Friday
Recruitment Incentive (Sign-on Bonus): Not authorized Permanent Change of Station (Relocation Assistance): Not authorized
Pay: Competitive salary and regular salary increases.
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)
Telework: Not available
Virtual: This is not a virtual position.
Functional Statement #:62351F 62348F 62347F
Permanent Change of Station (PCS): Not authorized

• 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.

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.

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:
  • 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 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
  • 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.
• Grandfathering Provision. 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:
  • 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.
  • 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.
  • 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.

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).

Preferred Experience: Experience processing release of information requests in a VHA DoD or civilian healthcare setting including validation of authorizations release of protected health information and compliance with Privacy Act FOIA and HIPAA requirements Demonstrated use of a dedicated ROI tracking system.
Experience navigating an electronic health record (e.g. VistA/CPRS Oracle Health Epic) to locate assemble and prepare records for disclosure. Familiarity with medical legal requests including subpoenas court orders and workers compensation. Ability to use Adobe Acrobat to merge split and redact PDF documents prior to release.

Grade Determinations: In addition to meeting the Basic Requirements the grade specific requirements and Knowledge Skills and Abilities (KSAs) must be met as listed below as specified at each grade level.

GS-5 KSAs:

• Ability to utilize health information technology and various office software products utilized in MRT (ROI) positions
• 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.

GS-6 KSAs:

• Knowledge of the laws and regulations related to the authorization and disclosure of health information (Privacy Act FOIA HIPAA and 38 U.S.C. 7332)
• 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

Reference: For more information on this qualification standard please visit Requirements: Physical aspects associated with work required of this assignment are typical for the occupation and would generally not require a pre-placement examination. See VA Directive and Handbook 5019 Employee Occupational Health Service.