Medical Records Technician (ROI)

Total Rewards of a Allied Health Professional

DUTIES:

• 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).
• 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 Health Insurance Portability and Accountability Act (HIPAA).
• Inputs all requests into the ROI computer 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.
• Searches records or files to compose responses including electronic searches to retrieve and summarize hard-to-locate data.
• 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 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.
• Resolves conflicting or inconsistent information found on initial requests.
• Processes Social Security requests for health information using ROI 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.

• 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.
• Must pass pre-employment physical evaluation.
• 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:
English: Must be proficient in basic written and spoken English.

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 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-
Combination Education and Experience: Equivalent combinations of creditable experience and education are qualifying for meeting the basic requirements. The following education/training substitutions are appropriate for combining education and creditable experience. The following educational/training substitutions are appropriate for combining education and experience: (a) Six months of creditable experience that indicates knowledge of medical terminology privacy and release of information of and the health record and one year above high school with a minimum of 6 semester hours of health information technology 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 of 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 may be substituted on a month-for-month basis for up to six months of experience provided the training program included courses in anatomy physiology and health record techniques and procedures. Transcripts Required.

GRADE DETERMINATION: In addition to the basic requirements above the following is the amount of creditable experience and/or education required to qualify for this position at the GS-4 through GS-6 grade level.

GS-4 Entry Level: None beyond the basic requirements above.

GS-5 Level Experience or Education: At least 1 year of creditable experience comparable to the next lower grade level (GS-4) or 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 applicants must demonstrate the following KSAs:
(1) 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.);
(2) Knowledge of health record documentation guidelines and processes for disclosing protected health information;
(3) Ability to manage priorities and coordinate work in order to complete duties within required timeframes and the ability to follow-up on pending issues;
(4) knowledge of policies procedures laws and regulations governing privacy and release of information;
(5) Ability to communicate with individuals from various backgrounds to obtain the desired effect or gaining information by establishing rapport. Transcripts required if qualifying based on Education.

GS-6 Level Experience: At least one full year of creditable experience as an MRT (ROI) to the next lower level (GS-5) which demonstrates the KSAs related to the duties of the position to be filled. Creditable experience must demonstrate skill in applying interpreting and analyzing laws and regulations related to the disclosure of health information; educating requestors on requirements for submitting requests for health information; receiving and validating authorization forms and request; using various computer applications to track and release authorized ROI requests initiate and maintain the accounting of disclosure for records disclosed from a Privacy Act system of records.

In addition applicants must demonstrate the following KSAs:
(1) 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);
(2) 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;
(3) Ability to apply policies procedures laws and regulations governing privacy and release of information to process requests for release of information;
(4) 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: The work is sedentary but may require walking bending standing and /or carrying of light items such as files and manuals. The work does not require any special physical effort or ability.