Medical Records Technician (Roi)

Summary
This position is located in the Health Information Management (HIM) section at the Loma Linda VA Medical Center. The Medical Records Technician (MRT) (Release of Information (ROI)) reviews and processes requests for patient protected health information (PHI). The MRT (ROI) also provides direct customer service to the Veteran (or third party), by providing copies of the Veteran's PHI, when a signed, written request is received, or upon the Veteran's valid authorization to a third party.
This job is open to

• Internal to an agency
  Current federal employees of this agency.

Clarification from the agency
This position is open to Current and PERMANENT VA Loma Linda Health Care System, VA Employees Nationwide, and all other Federal Employees
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Duties
Major duties include, but are not limited to:

• Evaluates the adequacy of each completed authorization form.
• Screens each request for information to determine urgency and assures that most urgent requests are completed fist using established priority systems.
• Greets veterans/visitors and assists them in determining the exact nature of the request and whether the information requested can be released.
• Processes 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.
• Evaluates validity of each request.
• Determines 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).
• Ensures that proper authorization exists before release is made.
• Processes the request to the requesting agency or individual. Inputs all requests into the ROI computer package for logging and tracking of these requests.
• Receives and/or provides out forms and assists visitors and/or callers with the completion of forms or documents.
• Responds to questions from patients concerning services.
• Provides advisory and technical assistance to patients, administrative staff and professional staff regarding release of information.
• Inquires vary widely and information given requires explanation of office functions, describing specific requirements, providing basic instructions, or a similar degree of detail.
• Searches records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate data.
• Locates materials that would verify information given.
• Reviews 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.

Work Schedule: Monday - Friday; 8:00 am- 4:30 pm
Telework: May be available, as determined by supervisor.
Virtual: This is nota virtual position.
Functional Statement #: 000000
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required.
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).

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. Six months of the required one year of creditable experience must have provided the knowledge, skills, and abilities (KSAs) needed 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 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 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.
    
    1. Six months of creditable experience that indicates knowledge of medical terminology, privacy and release of 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.
    2. 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 6 months of experience provided the training program included courses in anatomy and physiology, and health record techniques and procedures.

NOTE: 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).
Grade Determinations: In addition to the basic requirements for employment, the following criteria must be met when determining the grade of candidates.

• GS-04 Level: MRTs (ROI)Experience or Education. None beyond basic requirements (see above).
• GS-05 Level : MRT (ROI):
  
  • Experience. One year of creditable experience equivalent to the next lower grade level (GS-04). Qualifying GS-04 MRT (ROI) grade level equivalent experience includes, but are not limited to: receives and validates authorization forms and requests for information, and prioritizes requests per policies and regulations; uses various computer applications to track and releases all authorized ROI requests; processes and releases health information to authorized first- and third-party requestors; initiates and maintains the accounting of disclosure for all records disclosed from a Privacy Act system of records; ensures compliance with policies, procedures, laws, and regulations governing privacy and release of information 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:
  
  1. 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.).
  2. Knowledge of health record documentation guidelines and processes for disclosing protected health information.
  3. Ability to manage priorities and coordinate work in order to complete duties within required timeframes, and the ability to follow-up on pending issues.
  4. Knowledge of policies, procedures, laws, and regulations governing privacy and release of information.
  5. Ability to communicate with individuals from various backgrounds to obtain the desired effect or gaining information by establishing rapport.
• GS-06 Level: MRT (ROI):
  
  • Experience. One year of creditable experience equivalent to the next lower grade level (GS-05). Qualifying GS-05 MRT (ROI) grade level equivalent experience includes, but are not limited to: receives guidance from more experienced staff members for complex release of information procedures; receives and validates authorization forms and requests for information and prioritize requests according to policies and regulations; utilizes various computer applications to track and release all authorized release of information requests; processes and releases health information to authorized first- and third-party requestors; initiates and maintains accounting of disclosure for all records disclosed from a Privacy Act system of records; communicates with internal and external stakeholders to provide technical expertise regarding the release of information process; ensures compliance with policies, procedures, laws, and regulations governing privacy and release of information.

AND,

• Demonstrated Knowledge, Skills, and Abilities: In addition to the experience above, the candidate must demonstrate all of the following KSAs:
  
  1. 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).
  2. 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.
  3. Ability to apply policies, procedures, laws, and regulations governing privacy and release of information to process requests for release of information.(d) Ability to research and solve difficult questions related to release of health information in an accurate and timely manner.

Preferred Experience:

• One year creditable experience that indicates knowledge of medical terminology and general understanding of health records.
• Associate degree from accredited college or university recognized by the U.S. Department of Education with a major field 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 have 2 years' experience conducting suicide risk screens, assessments, and safety plans.

References: VA Handbook 5005/123, Part II, Appendix G58
The full performance level of this vacancy is GS-06. 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: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds.
Education
IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
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: http://ope.ed.gov/accreditation/. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.
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.
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.

• Benefits
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