Lead Medical Records Technician (ROI)

Full Job Description

This position is located in the Health Information Management (HIM) section at the Eastern Kansas VA Medical Center.

The MRT (ROI) reviews and processes requests for patient protected health information (PHI) and 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.

BASIC REQUIREMENTS: Citizenship: Be a citizen of the United States.

(Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with chapter 3, section A, paragraph 3g, of this part.) 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:(a) 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.(b) 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.

Grade Determination: In addition to the basic requirements for employment, the following criteria must be met for this position: Lead Medical Records Technician (ROI), GS-7 Experience: One year of creditable experience equivalent to the next lower grade level.

Demonstrated Knowledge, Skills, and Abilities In addition to the experience above, the candidate must demonstrate all of the following KSAs: Ability to work with a team to provide technical guidance, plan, organize, and coordinate activities of release of information to effectively complete job assignments (i.e., distributing workload, monitoring the status and progress of work, monitoring accuracy of work, and ensuring required timelines are met.) Knowledge of the laws and regulations related to the authorization and disclosure of health information.

Ability to effectively communicate, both orally and in writing, to meet program objectives. Ability to prepare reports in various formats and present data to various organizational levels.

Ability to provide or coordinate staff development and training.

Preferred Experience: Release of Information, Administrative Duties, ECFAX, Standard Office Equipment Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

Physical Requirements: The work is mostly sedentary. It typically requires sitting with sustained periods of concentration.

There will be some walking, standing, bending, and carrying of relatively light objects. The position may also require stooping, reaching, lifting, pulling, and other moderate exertion or strain.

Incumbent may occasionally have to walk some distance to a meeting. Major Duties:

MAJOR DUTIES AND RESPONSIBILITIES: 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).

Processes medico-legal releases of information to attorneys and courts pertaining to Tort Feasor (Third Party Liability), Workman's Compensation, Labor and Industries and subpoenas.

Screens and follows through on all incoming telephone calls from attorneys, insurance representatives, regarding legal cases and requests under the Privacy Act, referring only problem cases to the Supervisor.

Reviews and analyzes written and telephone requests to ascertain type of case to be developed. Develops and prepares cases for release to District Counsel and other appropriate parties.

Contacts attorneys when necessary to obtain additional information necessary to develop the case.

Maintains files for all Privacy Act requests and subpoena cases alphabetically for all cases being developed, processed or complete. Compiles tort cases for the Regional Office.

Processes requests for Third Party Liability, Workman's Compensation, and Privacy Act cases for referral to Medical Cost Recovery and/or the Regional Counsel's Office.

Receives and/or gives out forms and assists visitors and/or callers with the completion of forms or documents.

Provides advisory and technical assistance to patients, administrative staff, and professional staff regarding release of information.

Inquiries 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 electronic health records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and released.

Selects and compiles information from health records and prepares correspondence, typically using standard form or standard formats for letters.

Ensures information released is limited to what is specifically authorized and to the person or agency designated to receive it.

Lead Duties: Facilitates team or unit processes by working in collaboration with team members or employees to ensure that tasks are completed, that good working relationships among team members and with management are maintained, and that team priorities and goals, needs, and achievements are coordinated with management.

Performs lead functions over MRT (ROI) positions at the GS-4-6 grade levels. Provides guidance and technical direction necessary for accomplishing the work of the unit or team.

Serves as work leader, assuring the work assignments of employees in the unit are carried out. Distributes and balances workload and tasks among employees.

Assures the timely accomplishment of work assigned to the team. Assures each team member has an integral role in developing the final product or providing the assigned service.

Communicates to the team the problem to be solved or program issues under review and coaches the team and/or individual team members in identifying the parameters of a viable solution.

Ensures the organization's "vision" is integrated into the team's goals, strategies, activity plans, and work products.

Ensures team members participate in both short-term and long-term planning stages of team projects.

Continually interacts with team members aimed at building consensus and to serve as negotiator and coach for coordination of team initiatives.

Monitors the status and progress of work and makes adjustments in accordance with established priorities. Obtains assistance from the supervisor as needed for major issues or problems that arise.

Maintains records of work accomplishments. Checks work in progress to see that supervisor's instructions have been met. Instructs employees in specific tasks and job techniques.

Trains team members in the accomplishment of tasks or projects. Maintains current knowledge and answers questions from team members on procedures, policies, and directives.

Provides expert advice on specific tasks, procedures, and policies. Makes written instructions, reference materials, and relevant background material available.

Obtains needed information on decisions from the supervisor on major issues and problems that arise. Resolves simple informal complaints of employees and refers more serious matters to the supervisor.

Makes recommendations to supervisor as requested concerning promotions, reassignments, recognition of performance and personnel needs. Work Schedule: 8:00am - 4:30pm, as determined by supervisor.

Telework: Ad-Hoc Virtual: This is not a virtual position. Functional Statement #: 000000 Financial Disclosure Report: Not required