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Records Management Officer

3 months ago

Washington, Washington, D.C., United States USAJobs Full time
Duties

DUTIES AND RESPONSIBILITIES:
Provides expertise in management of patient health information and medical records, support administrative functions within the electronic health record (EHR) for medical records, and uses classification systems and medical terminologies. Collaborates with the Office of Principal Legal Advisor (OPLA) on release of patient health records and to support their workload for legal cases. Collaborates with the ICE Forms Management team for official forms creation, approval, and branding. Collaborates with ICE Records and Information Management Unit (RIMU) on records management issues. Collaborates with ICE Office of Information Governance and Privacy on privacy and Freedom of Information Act (FOIA) issues. Provides expertise in record archiving processes, retention schedules, and record destruction practices. Applies comprehensive knowledge of medical, administrative, ethical and legal requirement standards related to health information, and the privacy of protected staff and patient information. Participates in administrative committees, and revises policies and procedures related to medical records., records management, and forms management. Coordinates trainings for all field Medical Records Technicians (MRTs) to ensure proper dissemination of medical information regarding medical records, FOIA activities, and Privacy Act release of health and other records. Provides guidance to health services administrators and their MRTs in their local planning and implementation of programs to achieve and maintain compliance with Federal regulations, DHS, state/local regulations, and IHSC policies and procedures as they affect the communication of medical information. Serves as alternate IHSC Records Liaison Officer with ICE RIMU for all retention activities. Oversees the archiving processes of all records for IHSC; ICE Privacy for FOIA and Privacy Act requests, Privacy Threshold and Privacy Impact Assessments, ICE OPLA Advisor for legal issues, and point of contact for all health record requests. Responsible for reviewing of medical record requests including FOIA, Privacy Act, and litigation requests. Collaborates with IHSC Taskings program on complex records requests whether for medical, dental, mental health or other IHSC records. Responsible for assisting staff in forms creation, development, revisions, ICE branding, centralized location of forms, and retirement of forms. Travel maybe required up to 15%. Responsible for creating, revising and/or reviewing policies and procedures to include but not limited to IHSC Operations Memorandums, Directives, and Standard Operation Procedures. Other duties as assigned.

Requirements

Conditions of Employment
  • You must be a U.S. citizen to apply for this position.
  • You must successfully pass a background investigation.
  • You must successfully pass a drug screen.
  • Males born after 12/31/59 must certify registration with Selective Service.
  • Requirements by Closing Date: Unless otherwise noted, you must meet all requirements by the closing date of the announcement.
  • Service Remaining Requirement Agreement: Upon appointment to this position, officers will be required to serve an 18 to 24-month commitment to IHSC.
  • Applicants must be a current USPHS Commissioned Corps Officer or USPHS Call to Active Duty (CAD) candidate. Civilians are not eligible for this position.

    Qualifications

    PHYSICAL DEMANDS:
  • Sitting and/or standing for extended periods of time (6-8 hours).
  • Performing repeated bending motion.
  • Average manual dexterity for computer operation.
  • Phone use for extended periods of time.

    Education

    REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
  • Master of Science in Health Information Management, Healthcare Administration, Healthcare Management, or a closely related field.
  • At least five (5) years of managing patient health information and medical records or relevant professional experience.
  • An active, current certification as a Registered Health Information Administrator (RHIA).
  • Knowledge of Federal regulation and accrediting standards according to National Archives & Records Administration (NARA), American Corrections Association (ACA), National Commission on Correctional Health Care (NCCHC), Occupational Health & Safety Administration (OSHA), Drug Enforcement Administration (DEA), and other regulating agencies in the documentation of medical information and records management processes for all information.
  • Ability to provide input for congressional inquiries and to effectively communicate with Federal Agencies and other organizations as indicated.
  • If the incumbent holds a clinical license, it is the responsibility of the incumbent to fulfill the obligation(s) of their licensing or certifying body. The incumbent may perform clinical duties of his-her profession in Federal health care facilities and such direction is documented via a memorandum of assignment and is filed in the eOPF. The agency may require incumbents to perform clinical activities with the scope of clinical license in times of critical needs within the agency.
  • Competent working knowledge of Microsoft Office Suite applications, Word, Excel, SharePoint, Outlook, PowerPoint, Teams, OneDrive, OneNote.
  • Competent working knowledge of Acrobat Adobe.
  • Maintains basic readiness.

    Additional information

    This position is located within the Department of Homeland Security (DHS), Immigration and Customs Enforcement (ICE), Enforcement and Removal Operations (ERO), ICE Health Service Corps (IHSC), Office of the Deputy Assistant Director of Administration, Health Information and Technology Unit - Information Management Section. The incumbent reports directly to the Records Management Office Supervisory Lead. This is a non-supervisory position.

    The incumbent serves as a Records Management Officer with the Records Management Office (RMO). The RMO is a national IHSC program affecting all IHSC staff. The primary function of the office is to provide expert guidance in maintaining and archiving both administrative and clinical records while complying with retention and privacy standards.

    IHSC has a multi-sector, multidisciplinary workforce of more than 1600 employees including, U.S. Public Health Service (PHS) commissioned officers, federal civil servants, and contract staff. The IHSC provides on-site direct patient care to ICE detainees at 19 detention facilities throughout the country and manages the provision of off-site medical care for detainees housed in approximately 128 additional non-IHSC facilities. The ICE detainee population is approximately 28,000 detainees daily, with an average length of stay of approximately 30 days, and over 270,000 detainees annually. The IHSC also provides medical support during ICE enforcement operations in the air, on the ground and at sea.

    SUPERVISORY CONTROLS:
    The incumbent reports to the Records Management Office Supervisory Lead. Recurring assignments are not accompanied by instructions; however, objectives, priorities and deadlines are provided on new assignments. The incumbent selects his/her own methods and solves most normal problems arising during work. Completed work is usually evaluated for technical soundness, appropriateness, and conformity to professional standards and PHS requirements.