Medical Records Technician (ROI)

Full Job Description

This position is located in the Health Information Management (HIM) section at the North Florida/South Georgia Veterans Health System (NF/SGVHS).

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

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: 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.

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- 3 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.

Grandfathering Provision.

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).

"See continued Grandfathering Provision Information in "Additional Information". Grade Determinations, Medical Records Technician (ROI), GS-4 Experience or Education.

No additional experience beyond basic requirements. Assignment.

Employees at this level serve in entry level MRT (ROI) position and 4 receive close supervision and support from more experienced ROI staff members.

MRTs (ROI) receive and validate authorization forms and requests for information, and prioritize requests per policies and regulations.

They use various computer applications to track and release all authorized ROI requests. They process and release health information to authorized first- and third-party requestors.

MRTs (ROI) initiate and maintain the accounting of disclosure for all records disclosed from a Privacy Act system of records.

They ensure compliance with policies, procedures, laws, and regulations governing privacy and release of information. GS-5 Experience.

One year of creditable experience equivalent to the next lower grade level. 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) Assignment.

Employees at this grade level serve in developmental positions as MRTs (ROI) and receive guidance from more experienced staff members for complex release of information procedures.

They receive and validate authorization forms and requests for information and prioritize requests according to policies and regulations.

They utilize various computer applications to track and release all authorized release of information requests.

They also process and release health information to authorized first- and third-party requestors.

They initiate and maintain accounting of disclosure for all records disclosed from a Privacy Act system of records.

They communicate with internal and external stakeholders to provide technical expertise regarding the release of information process.

They ensure compliance with policies, procedures, laws, and regulations governing privacy and release of information.

Demonstrated Knowledge, Skills, and Abilities: 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.).

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-6 Experience.

One year of experience equivalent to the next lower grade level.

Demonstrated Knowledge, Skills, and Abilities: 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).

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. Assignment. This is considered the journey level for MRT (ROI) positions.

Employees at this level apply, interpret, and analyze laws and regulations related to the disclosure of health information.

MRTs (ROI) are responsible for educating requestors on requirements for submitting requests for health information.

They receive and validate authorization forms and requests for information and prioritize requests according to policies and regulations.

They use various computer applications to track and release all authorized release of information requests.

MRTs (ROI) process and release health information to authorized first- and third party requestors.

They initiate and maintain the accounting of disclosure for all records disclosed from a Privacy Act system of records.

They communicate with internal and external stakeholders to provide technical expertise regarding the release of information process.

They ensure compliance with policies, procedures, laws, and regulations governing privacy and release of information. The full performance level of this vacancy is GS-06.

"See additional qualification requirements in "Additional Information" Major Duties:

Duties and responsibilities include, but are not limited to, the following: Responsible for providing outstanding customer service while processing incoming requests to the facility for release of information.

Medical information requests are received in person, written, facsimile (fax) for the release of information from medical and administrative records pertaining to inpatients, outpatients and former patients Interview Veterans and/or family members to assist them in completing the required consent to release or obtain health information.

He/she advises requestors of legal requirements and limitations of patient access to personal records.

Determines the validity of consents for release off information, ensuring that a proper consent is obtained before release is made.

Advises patients and other requestors of requirements and limitations of patient access to personal records. Incumbent enters request received, utilizing Document Storage System ROI Plus.

(DSS ROI Plus) computer software for documenting and tracking requests received.

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 exist before release is made. Receives and directs callers and visitors.

Receives and/or gives 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.

Inquiries vary widely and information given requires explanation of office functions, describing specific requirements, providing basic instructions, or a similar degree of detail.

Employee composes responses to routine requests, such as first party requests, for release of patient information.

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

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

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

Functional Statement #: 51100F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized