Supervisory Medical Records Technician (Release of Information)

Full Job Description

This position is located in the Health Information Management (HIM) section at the VA Portland Health Care System (VAPORHCS).

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.

Experience and/or 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: (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.

Grade Determinations: Supervisory Medical Records Technician (ROI), GS-8 Experience. One year of creditable experience equivalent to the next lower grade level. 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 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.

Demonstrated Knowledge, Skills, and Abilities.

In addition to the experience above, the candidate must demonstrate all of the following KSAs: (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.

Preferred Experience: Previous Release of Information and/or Health Information Management Supervisor Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

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

The duties of this position include, but are not limited to: Serves as supervisor and technical expert for the Release of Information Unit.

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

Provides effective audits and monitors for all areas of responsibility, assuring that accurate and timely data is processed by all employees.

Reviews work accomplished and assesses quality, quantity, accuracy and timeliness of work produced by each employee. Ascertains problems encountered and takes corrective action.

Develops performance standards and conducts performance evaluations. Develops and conducts competency assessments. Responsible for carrying out established personnel functions and practices.

Keeps employees informed about important aspects of personnel management programs. Formulates and initiates performance standards.

Interviews new employees, recommends selection, and carries out training and development of assignments, awards or disciplinary action. Approves leave and establishes work schedules.

Implements provisions of EEO programs to ensure fair and equal treatment for all employees.

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

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

Takes disciplinary action as deemed necessary and proposes to higher authority specific disciplinary action.

Keeps employees informed of management goals and objectives and higher levels supervisors informed of employee participation and concerns.

Ensures that 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, the Freedom of Information Act (FOIA), the Healthcare Insurance Portability and Accountability Act (HIPAA) and Automated Medical Information Exchange (AMIE).

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

Work Schedule: Monday-Friday, 7:30am to 4:0pm Recruitment Incentive (Sign-on Bonus)/ Relocation Incentive: 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) Virtual: This is not a virtual position.

Functional Statement #: 000000 Permanent Change of Station (PCS): Not Authorized