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.

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 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.

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: Medical Records Technician (ROI), GS-06 Experience.

One year of creditable experience equivalent to the next lower grade level. Demonstrated Knowledge, Skills, and Abilities.

Candidates must demonstrate all of the KSAs below: 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.

Receiving and validating authorization forms and requests for information, prioritizing requests per policies and regulations, Using various computer applications to track and release all authorized ROI requests, Processing and releasing health information to authorized first- and third-party requesters, Initiating and maintaining the accounting of disclosure for all records disclosed from a Privacy Act system of records, Communicating with internal and external stakeholders to provide technical expertise regarding the release of information process and ensuring compliance with policies, procedures, laws, and regulations governing privacy and release of information.

The full performance level of this vacancy is GS-06. Physical Requirements: The work is mainly sedentary in nature. Typically, the employee may sit to do the work.

There may be some walking, standing, bending, and climbing step(s) to conduct meetings or perform quality assurance activities. 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