Supervisory Medical Records Technician

The Health Information Management (HIM) Section is seeking a Supervisory Medical Records Technician (ROI) to perform supervision, administrative management, and direction of release of information staff. The ideal candidate will have a strong understanding of medical terminology and general knowledge of health records.

• 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

• 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)

• 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
• 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)
• Experience/Education Combination: Equivalent combinations of creditable experience and education are qualifying towards meeting basic experience requirements

• Supervisory Medical Records Technician GS-08 Experience: One year of creditable experience equivalent to the next lower grade level (GS-07)
• Grade Determinations: Supervisory Medical Records Technician GS-08

• Work is primarily sedentary

• 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