Lead Medical Records Technician (Release of Information)

Full Job Description

This position is located in the Health Information Management (HIM) section at the VA Central Western Massachusetts Healthcare Center (VACWMHCS).

Release of Information (ROI) Technicians disclose health information in accordance with all laws and regulations governing authorization and disclosure of health information.

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 and Education: (1) 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, (2) 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, (3) 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.

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. Medical Records Technician (ROI) Lead , GS-07 (1)Experience. One year of creditable experience equivalent to the next lower grade level GS-06. (2) Assignment.

For all assignments above the journey level, the higher-level duties must consist of significant scope, complexity (difficulty), range of variety, and be performed by the incumbent at least 25% of the time.

This assignment is for facilities that cannot justify or support a MRT (ROI-Legal) assignment, and must place a lead MRT (ROI) over employees up to the journey level.

Lead MRTs (ROI) monitor quality and quantity of work to ensure adherence to applicable requirements and regulations.

They ensure the work assignments of the team are carried out by performing duties which include distributing and balancing workload, monitoring the status and progress of work, instructing and answering employee questions, checking employee work, and amending or rejecting work not meeting standards.

Lead MRTs (ROI) develop training and provide resources pertaining to VHA and other Federal policies, guidelines, and regulations.

They conduct training for all new release of information staff regarding the software, the process of requesting archived health records, and the use of VHA computer applications.

Lead MRTs (ROI) act as the technical experts and provide consultation regarding HIPAA and the Privacy Act, as it pertains to release of information. (3) Demonstrated Knowledge, Skills, and Abilities.

In addition to the experience above, the candidate must demonstrate all of the following KSAs: (a) 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.) (b) Knowledge of the laws and regulations related to the authorization and disclosure of health information.

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

(e) Ability to provide or coordinate staff development and training. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

Physical Requirements: Light lifting, under 15 lbs., moderate carrying, 15-44 lbs., reaching above shoulder, use of fingers, 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. Version must be adequate to read and prepare documents. Major Duties:

Lead MRTs (ROI) monitor quality and quantity of work and ensure adherence to all applicable requirements and regulations.

Ensure that the work assignments of the team are carried out by successfully performing duties which include distributing and balancing workload, monitoring the status and progress of work, instructing and answering employee questions, checking employee work, and amending or rejecting work not meeting standards.

The incumbent 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 Medical-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.

This requires extensive investigations to track down x-rays and health records to compile a complete health record.

Contacts all VA's to have them make a CD of all of the photocopied/printed/written to electronic media information, including digital x-rays.

All paper records are arranged in date order, numbered and several exact copies made for the Regional Office.

All computer based health records are downloaded to a CD including documents in VistA Imaging.

For cases going to trial, this may include additional updates and coordination with the US Attorney's Office.

Interviews Veterans and insurance agents requesting information for Third Party Liability, Workman's Compensation, and Privacy Act cases for referral to Medical Cost Recovery and/or the Regional Counsel's Office.

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 Total Rewards of a Allied Health Professional Work Schedule:40 Hours a week, Monday-Friday,7:30am - 4:00pm, EST.

Recruitment Incentive (Sign-on Bonus): Not authorized Permanent Change of Station (Relocation Assistance): Not Authorized Pay: Competitive salary and regular salary increases.

When setting pay, a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Ra te of the Grade).

Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year) Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.

Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.

Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66.

Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement) Telework: Per Supervisory Discretion.

Virtual/Remote: This is not a virtual position.

Functional Statement #: FS 631-F1918 Permanent Change of Station (PCS): Not Authorized Notifications: This position is in the Excepted Service and does not confer competitive status.

This position is not in an Bargaining Union. Narrative responses to the knowledge, skills and abilities (KSAs) may be required from the selectee in order to proceed with the appointment.

Due to a critical staffing shortage, 38 U.S.C. § 7412 waives the requirement to apply Veterans' Preference for this job announcement.

Veterans are encouraged to apply and will receive full consideration. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action).

The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted).

In some cases, more than one SF-50 may be required to show a higher grade previously held.