Medical Records Technician (Release of Information)

Duties include but are not limited to the following:

• Provides direct customer service to the Veteran their Personal Representative or third party by providing copies of the Veterans health information when a signed written request is received or upon the Veterans valid authorization to a third party.
• 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 health record including The Privacy Act of 1974 Title 5 United States Code (U.S.C.) 552a; Department of Veterans Affairs (VA) Claims Confidentiality Statute 38 U.S.C. 5701; Confidentiality of Drug Abuse Alcoholism and Alcohol Abuse Human Immunodeficiency Virus (HIV) Infection and Sickle Cell Anemia Health Records 38 U.S.C. 7332; and the Health Insurance Portability and Accountability Act (HIPAA) Title 45 Code of Federal Regulations (CFR) Parts 160 and 164.
• 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 such as the 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.
• 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.
• Ensures only the information authorized to be released for the timeframe requested is included in the disclosure.
• 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.

Work Schedule: Monday-Friday 8:00am to 4:30pm
Telework: Not Available
Virtual: This is not a virtual position.
Functional Statement #: 000000
Relocation/Recruitment Incentives: Not Authorized
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.

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.
• Physical Requirements. See VA Directive and Handbook 5019 Employee Occupational Health Service.
• English Language Proficiency. MRTs (ROI) must be proficient in spoken and written English as required by 38 U.S.C. 7403(f).

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:

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; 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).
• 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.

• 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.

Reference: For more information on this qualification standard please visit 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: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination.