Lead Medical Records Technician (ROI)

Full Job Description

The Medical Records Technician (Release of Information) is located in the Health Information Management (HIM) section at the VA Maryland Healthcare System.

The MRT (ROI) reviews and processes requests for patient protected health information (PHI) while providing 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: United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.

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: 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.

OR; 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.

English Language Proficiency: MRTs (ROI) must be proficient in spoken and written English, as required by 38 U.S.C.

§ 7403(f) 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).

Grandfathering Provision: All persons employed in VHA as a MRT (ROI) on the effective date of this qualification standard are considered to have met all qualification requirements for the grade held, including positive education and licensure/certification/registration that are part of the basic requirements of the occupation.

Employees who do not meet all the basic requirements in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply: Such employees in an occupation that does not require a licensure/certification/registration may be reassigned, promoted, or demoted within the occupation, but will not be promoted beyond the journey level or placed in supervisory or managerial positions.

Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended, or be reappointed on a temporary or permanent basis, until they fully meet the basic requirements of the standard.

Employees initially grandfathered into this occupation, who subsequently obtain additional education and/or licensure/certification/registration that meet all the basic requirements of this qualification standard, must maintain the required credentials as a condition of employment in the occupation.

Grade Determinations: 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. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

The full performance level of this vacancy is GS-07. The actual grade at which an applicant may be selected for this vacancy is GS-07.

Physical Requirements: See VA Directive and Handbook 5019, Employee Occupational Health Service. Major Duties:

Total Rewards of a Allied Health Professional Duties: 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).

For sites that have transitioned to the modernized electronic health record (EHR), utilizes AccessHIM Request Management solution for processing of VBA 7131 requests.

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.

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.

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.

Provides direct customer service to the Veteran, their Personal Representative or third party by providing copies of the Veteran's health information when a signed, written request is received or upon the Veteran's valid authorization to a third party.

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

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.

Composes responses to routine requests for release of patient information.

Ensures the 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. Assures the timely accomplishment of work assigned to the team.

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.

Work Schedule: Monday-Friday, 8:00am-4:30pm Compressed/Flexible: Not Available 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 Rate 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: Not Available Virtual: This is not a virtual position.

Functional Statement #: 26355F