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Supervisory Medical Records Technician

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Detroit, Michigan, United States Veterans Affairs, Veterans Health Administration Full time
Summary The Health Information Management (HIM) Section at the John D. Dingell VAMC is recruiting for a Supervisory Medical Records Technician (ROI).

The Supervisory MRT (ROI) will perform supervision, administrative management, and direction of release of information staff which includes GS-7 (ROI-Legal) and Lead MRT (ROI) positions.

The Supervisory MRT (ROI) generates workload reports, distributes pending workload to staff, and monitors completion status.

Responsibilities Duties may include but are not limited to:

Reviews and processes requests for patient protected health information (PHI) Provides direct customer service to the Veteran (or third party), by providing copies of the Veteran's PHI Ensures that only the information that the Veteran specified be released, is shared only with those whom the Veteran has authorized, or who have legal authority to receive such information Serves as supervisor and technical expert for the Release of Information Unit and file room scanning Provides guidance and suggestions to the Chief, HIM and facility leadership regarding staffing needs and shortages within the ROI and File Room section.

Provides guidance and technical direction necessary for accomplishing the work of the unit or team.

Provides effective audits and monitors for all areas of responsibility, assuring that accurate and timely data is processed by all employees.

Reviews work accomplished and assessed quality, quantity, accuracy, and timeliness of work produced by each employee. Ascertains problems encountered and takes corrective action. Develops performance standards and conducts performance evaluations. Develops and conducts competency assessments. Responsible for carrying out established personnel functions and practices. Keeps employees informed about important aspects of personnel management programs. Formulates and initiates performance standards. Interviews new employees, recommends selection, and carries out training and development of assignments, awards, or disciplinary action. Approves leave and establishes work schedules. Implements provisions of EEO programs to ensure fair and equal treatment for all employees. Prepares formal requests and recommendations for promotions, reassignments, other status changes, or recognition of outstanding performance of assigned employees. Prepares and submits functional statements for new positions, clarification, or updates. Receives formal grievances, resolving those that can be resolved by the first level supervisor. Takes disciplinary action as deemed necessary and proposes to higher authority specific disciplinary action. Keeps employees informed of management goals and objectives and higher levels supervisors informed of employee participation and concerns.

Ensures that scanning and release of information activities related to the development, implementation, maintenance of and adherence to local, privacy policies and procedures are performed and coordinated in compliance with applicable federal laws and regulations including the Privacy Act of 1974, the Freedom of Information Act (FOIA), the Healthcare Insurance Portability and Accountability Act (HIPAA) and Automated Medical Information Exchange (AMIE).

Ensures that record retrieval and record transfers to other VA facilities for the purposes of continuity of patient care and release of information are timely.

Ensures RRS, ARCIS and Vista retrieval systems are used to adequate locate records.

After all information is received and properly indexed, ensures all files are destroyed or filed in accordance with the VHA Retention Control Schedule, RCS 10-1.

Works closely with the facility Records Manager to ensure disposition of records meets all requirements prior to destroying documents.

Maintains contact with VA Regional Counsel (VARO) in all matters relating to malpractice, subpoena actions and request for preparation of TORT records.

Assist in performing 100% quality review of all TORT cases prior to sending records to VARO for litigation. Prepares weekly ROI and TORT record turnaround statistics.

Monitors workload and production of all staff, taking action where necessary to meet deadlines, monitors/evaluate performance and ensures accuracy of work completed.

Works collaboratively with VA Regional Counsel to ensure health records related to malpractice, subpoenas, and tort cases are prepared and disclosed in a timely manner.

Responsible for professional and administrative management of release of information staff and file room staff. Maintains interdepartmental relations with other services to accomplish medical center goals.

Exercises independent judgment in carrying out recurring duties and responsibilities without specific instructions, but refers deviations, problems, and unfamiliar situations not covered by instructions to the Chief, HIM or Assistant Chief, HIM for decision or help.


Work Schedule:
Monday - Friday, 8:00am-4:30pm. Schedule may be subject to change based on the needs of the Agency.

Telework:

AD-HOC (Employees who telework on an occasional, episodic, or short-term basis, and have completed required telework training and telework agreement.) (Portion of day acceptable)) may be authorized as determined by the agency policy.


Virtual:
This is not a virtual position

Functional Statement #:

Relocation/Recruitment Incentives:
Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment 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. You may be required to serve a probationary period. Subject to background/security investigation. Selected applicants will be required to complete an online onboarding process.

Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

Qualifications 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

English Language Proficiency:
MRTs (ROI) must be proficient in spoken and written English, as required by 38 U.S.C. § 7403(f).

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) need to perform MRT (ROI) work; OR, Education: An associate's degree from an accredited college or university recognized by the U.S.

Department of Education with a major filed in 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 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.

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).

Creditable Experience.

Experience is only creditable if it is paid or non-paid employment directly related to the position to be filled, or in a related field such as medical support assistants, ward clerks, health record file room/scanning technicians, incomplete health record analysis, medical coding, or other positions that included knowledge of the content and use of health records.

To be creditable, the candidate's experience must have demonstrated the use of knowledge, skills, and abilities associated with current release of information practice.

Quality of Experience.

To be creditable, experience must be documented on the application or resume, and verified through an employment reference or other independent means.

Part-Time Experience. Part-time experience as a professional MRT (ROI) is creditable according to its relationship to the full-time workweek. For example, a MRT (ROI) would receive one week of full-time credit for each two weeks of half-time work.

Grade Determinations:
Supervisory Medical Records Technician GS-08

Experience:
One year of creditable experience equivalent to the next lower grade level (GS-07).

This experience may include but is not limited to:
monitor quality and quantity of work to ensure adherence to applicable requirements and regulations.

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.

Develop training and provide resources pertaining to VHA and other Federal policies, guidelines, and regulations.

Conduct training for all new 6 release of information staff regarding the software, the process of requesting archived health records, and the use of VHA computer applications.

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 employee must demonstrate all the following KSA's: Ability to develop policy and provide workload analysis for release of information.

Skill in interpersonal relations and conflict resolution. Ability to provide or coordinate staff development and training.

Ability to provide the full range of supervisory duties, to include responsibility for assignment of work to be performed, performance evaluation, selection of staff, recommendations of awards, advancements, and disciplinary actions.


Reference:

For more information on this qualification standard, please visit The full performance level of this vacancy is GS-08.


Physical Requirements:
Work is primarily sedentary. See VA Directive and Handbook 5019, Employee Occupational Health Service.

Education IMPORTANT:

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Transcripts must be official or unofficial college transcripts.

A copy of your certificate/degree or screenshot of your current classes are not a replacement of your transcript and they will not be used in the qualifying process.

Your transcript must include your name and the name and full address of the institution.

If the position has an education requirement or you are qualifying based on education, you need to list your education history including the type of degree and your major of study.

If the position requires a certain number of credit hours, you are strongly encouraged to list the relevant courses in your resume.


Note:
Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment.

You can verify your education here:
If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education

For further information, visit:
Additional Information Receiving Service Credit or Earning Annual (Vacation)

Leave:

Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee.

Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions.

Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. This position is in the Excepted Service and does not confer competitive status. VA encourages persons with disabilities to apply.

The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

Pursuant to VHA Directive , VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy).

VHA HCPs do not include remote workers who only infrequently enter VHA locations.

If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date.

The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer (TJO).

Please visit the Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP), for more information.

VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers.

This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest.

As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran.

This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community.

This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.