Medical Records Technician

4 weeks ago

San Diego, California, United States Veterans Affairs, Veterans Health Administration Full time
Job Summary

This position is located in the Health Administrative Service (HAS) section at the San Diego VA Medical Center. The successful candidate will be 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 ensuring 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
Work Schedule

Monday - Friday 7:30 a.m. to 4:00 p.m.

Telework and Virtual Options

This position is not available for telework or virtual work.

Functional Statement #

Not applicable

Relocation/Recruitment Incentives

Not authorized

Permanent Change of Station (PCS)

Not authorized

Financial Disclosure Report

Not required

Requirements and Conditions of Employment
  • Must be a U.S. citizen
  • Selective Service Registration is required for males born after 12/31/1959
  • Must be proficient in written and spoken English
  • 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)
Qualifications
  • 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 and Education:
      • Experience:
        • One year of creditable experience that indicates knowledge of medical terminology and general understanding of health records
      • 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
      • OR, Experience/Education Combination:
        • Equivalent combinations of creditable experience and education are qualifying towards meeting basic experience requirements
Grade Determinations
  • GS-04 Experience or Education: None beyond basic requirements
  • GS-05 Experience:
    • One year of creditable experience equivalent to the next lower grade level (GS-04)
  • 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
  • AND, Demonstrated Knowledge, Skills, and Abilities (KSAs):
    • 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
      • 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
  • GS-06 Experience:
    • One year of creditable experience equivalent to the next lower grade level (GS-05)
  • AND Demonstrated Knowledge, Skills, and Abilities (KSAs):
    • 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
      • 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
References

VA Handbook 5005, Part II, Appendix G58

Physical Requirements

Light lifting, under 15 lbs., moderate carrying, 15-44 lbs., reaching above shoulder, use of fingers, sitting and/or standing 4-6 hours; hearing, aid permitted

Duties require extensive use of fingers to perform keyboarding and the ability to hear requests by phone and in person

Vision must be adequate to read and prepare documents

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