Medical Records Technician

Job Summary

This position is located in the Health Information Management section at the West Palm Beach VA Medical Center. The Medical Records Technician (Release of Information) is responsible for disclosing health information in accordance with all laws and regulations governing authorization and disclosure of health information.

Key Responsibilities

• Evaluating the adequacy of each completed authorization form
• Screening each request for information to determine urgency and assuring that most urgent requests are completed first using established priority systems
• Personally greeting veterans/visitors and assisting them in determining the exact nature of the request and whether the information requested can be released
• Applying public laws, rules, regulations, and exclusions governing confidentiality of the medical record, including the Privacy Act, Freedom of Information Act, and 38 U.S.C. § 7332 governing the release of records containing information regarding the treatment of or referral for drug and/or alcohol abuse, Sickle Cell Anemia, and infection with Human Immunodeficiency Virus (HIV)
• Processing 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), referring only problem cases to the Supervisor
• Evaluating the validity of each request
• Determining which information is to be released in compliance with existing laws (Privacy Act of 1974, Freedom of Information Act, and Health Insurance Portability and Accountability Act)
• Ensuring that proper authorization exists before release is made
• Processing the request to the requesting agency or individual
• Inputs all requests into the ROI computer package for logging and tracking of these requests
• Receiving and directing callers and visitors
• Receiving and/or giving out forms and assisting visitors and/or callers with the completion of forms or documents
• Responding to questions from patients concerning services
• Providing advisory and technical assistance to patients, administrative staff, and professional staff regarding release of information
• Searching records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate data
• Locating materials that would verify information given
• Reviewing paper and computerized health records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and released
• Composing responses to routine requests for release of patient information
• Selecting and compiling information from health records and preparing correspondence, typically using standard form or standard formats for letters
• Ensuring the information released is limited to what is specifically authorized and to the person or agency designated to receive it
• Composing 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
• Determining the extent and tone of replies independently
• Resolving conflicting or inconsistent information found on initial requests
• Replying to vague, incomplete, or ambiguous inquiries by independently recognizing issues, topics, or problems
• Finding alternative sources of information on which to base a reply when correspondent has provided sketchy or inaccurate information
• Processing Social Security requests for health information using ROI software
• Downloading VistA Imaging documents and ROI software documents onto a secure Network Drive
• Accessing the secured Social Security Web page and uploading the documents to the Web portal
• Completing and processing 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
• Completing 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

Full Time.

Monday through Friday from 8:00 am to 4:30 pm

Telework

Ad-hoc telework available per agency regulations

Virtual

This is not a virtual position

Functional Statement #

40308F

Relocation/Recruitment Incentives

Not authorized

Permanent Change of Station (PCS)

Not authorized

Requirements

• You must be a U.S. Citizen to apply for this job
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment
• Applicants who refuse to be tested will be denied employment with VA
• 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
• Must pass pre-employment physical examination
• 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
• Experience and Education: One year of creditable experience that indicates knowledge of medical terminology, anatomy, physiology, and a 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 HIT work OR, Education: An associate's 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, 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

Grade Determinations for Medical Records Technician (Release of Information)

*NOTE: You MUST demonstrate all of the grade requirements on your RESUME to include the KSAs for each grade level to which you apply.*

• 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 bachelor's 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)
• AND; 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 (Full Performance Level): Experience: One year of creditable experience equivalent to the next lower grade level; AND; 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

The full performance level of this vacancy is GS-006. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-04 to GS-06.

Physical Requirements:

See VA Directive and Handbook 5019, Employee Occupational Health Service

Education:

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

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:

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

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

For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act

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