Supervisory Medical Records Technician (ROI)

Full Job Description

This position is located in the Health Information Management (HIM) section at the Edward Hines Jr. VA Hospital.

The MRT (ROI) reviews and processes requests for patient protected health information (PHI) and provides direct customer service to the Veteran (or third party).

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.

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- 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).

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: (1) 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.

(2) 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.

(3) 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: In addition to the basic requirements candidates must meet the following: GS-8 Experience: One (1) year of experience equivalent to the next lower grade level (GS-07) in the Federal service that equipped you with the particular knowledge, skills and abilities to perform successfully the duties of the MRT (ROI), and that is typically in or related to the position to be filled.

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 performs supervision, administrative management, and direction of release of information staff, which includes GS-7 MRT (ROI-Legal), and lead MRT (ROI) positions.

They have full supervisory responsibility, including preparing work assignments, monitoring the performance of release of information staff, evaluating employee performance, selecting staff, recommending awards and advancements, and taking disciplinary actions.

The supervisory MRT(ROI) generates workload reports, distributes pending workload to staff, and monitors completion status.

The employee ensures the timely release of health records in accordance with policies and procedures.

They ensure compliance with accrediting agency and regulatory requirements and ensure corrective action is initiated, as needed.

They work collaboratively with VA Regional Counsel to ensure health records related to malpractice, subpoenas, and tort cases are prepared and disclosed in a timely manner.

The supervisory MRT (ROI) ensures orientation and competency assessments are conducted for all assigned staff.

They develop policies and procedures, performance standards, and position descriptions, and/or functional statements.

They are responsible for professional and administrative management of release of information staff. They maintain interdepartmental relations with other services to accomplish medical center goals.

Note: In addition to the requirements listed above, you must also demonstrate the following Knowledge, Skills and Abilities listed below: (a) Ability to develop policy and provide workload analysis for release of information.

(b) Skill in interpersonal relations and conflict resolution. (c) Ability to provide or coordinate staff development and training.

(d) Ability to provide the full range of supervisory duties, to include responsibility for assignment of work to be performed, performance evaluation, selection of staff, recommendations of awards, advancements, and disciplinary actions.

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-8.

The actual grade at which an applicant may be selected for this vacancy is GS-8.

Physical Requirements: The work is sedentary, but may require walking, bending, standing, and /or carrying of light items such as files and manuals.

The work does not require any special physical effort or ability Major Duties:

The incumbent serves as supervisor and technical expert for the Release of Information Unit.

Provides guidance and suggestions to the Chief HIM and the Assistant Chief HIM regarding staffing needs and shortages within the ROI section.

The supervisory MRT (ROI) is responsible for the supervision, administrative management, and direction of ROI staff at or below the journey level.

In addition to: Generates workload to staff and monitors completion status. Ensures the timely release of health records in accordance with policies and procedures.

Ensures compliance with accrediting agency and regulatory requirements and initiates corrective action as needed.

Collaborates with VA Regional Counsel to ensure health records related to malpractice, subpoenas, and tort cases are handled timely.

Ensures orientation and competency assessments are conducted for all assigned staff. Maintains interdepartmental relations with other services to accomplish goals.

Provides guidance and technical direction necessary to accomplish all tasks. Provides effective audits and monitors for all areas of responsibility, assuring accurate and timely data is processed.

Reviews work accomplished and ascertains problems and takes corrective action. Develops performance standards and conducts performance evaluations. Formulates and initiates performance standards.

Interviews new employees, recommends selection, and carries out training and development of assignments, awards or disciplinary actions.

Prepares formal requests and recommendations for promotions, reassignments, other status changes, or recognition of outstanding performance.

Prepares and submits functional statements for new positions, clarification, or updates. Receives and resolves formal grievances that can be resolved by the first line supervisor.

Ensures release of information activities related to the development, implementation, maintenance of and adherence to privacy policies and procedures are performed and coordinated in compliance with applicable federal laws and regulations including the Privacy Act of 1974.

Ensures record retrieval and record transfers to other VA facilities for the purposes of continuity of patient care and release of information are timely.

Assist in performing 100% quality review of all Tort Feasor cases prior to sending records to VARO for litigation. Prepares weekly ROI and Tort Feasor record turnaround statistics.

Monitors workload and production staff and takes action when necessary to meet deadlines. Work Schedule: Monday through Friday, (07:30am to 4:00pm) Telework: Not Available.

Virtual: This is not a virtual position. Functional Statement #: 09353F Relocation/Recruitment Incentives: Not Authorized. Permanent Change of Station (PCS): Not Authorized.

PCS Appraised Value Offer (AVO): Not Authorized.