Medical Records Tech (Roi)

Veterans Health Administration • North Chicago, IL

2d • Onsite

About The Position

This position is in the Health Information Management (HIM) Section of the Patient Administration Department at the Captain James A. Lovell Federal Health Care Center in North Chicago, Illinois. The Medical Records Technician (Release of Information) reviews and processes requests for patients’ protected health information (PHI) and provides customer service to Veterans, their representatives, and third parties by furnishing health information when a valid written request or authorization is provided.

The role processes requests for release of information, including requests from the VA Regional Office through the Automated Medical Information Exchange (AMIE), and, at sites using the modernized electronic health record, VBA 7131 requests through Access HIM Request Management. Duties vary by grade level and include receiving and validating authorizations, prioritizing requests, tracking and releasing authorized information, maintaining disclosure accounting, advising requestors and staff about release-of-information requirements, and applying privacy laws and regulations. At the GS-6 level, the position also processes Social Security requests by retrieving records from the electronic health record and transferring them through a secure web portal.

The full-performance level is GS-6; applicants may be selected at GS-4, GS-5, or GS-6. The position is permanent and has a Monday-to-Friday schedule from 7:30 a.m. to 4:00 p.m. Ad-hoc telework is available; this is not a virtual position.

Requirements

• U.S. citizenship is required, subject to the stated VA policy exception for non-citizens when qualified citizens cannot be recruited.
• Proficiency in written and spoken English.
• One year of creditable experience indicating knowledge of medical terminology and a general understanding of health records, including six months providing the knowledge, skills, and abilities needed for MRT (ROI) work; or qualifying education or an allowed combination of education and experience.
• Qualifying education may include an associate’s degree in health information technology/health information management or a related degree with at least 12 semester hours in those subjects. For GS-5, a qualifying bachelor’s degree with a major in health information management or a related degree with at least 24 semester hours may substitute as specified.
• For GS-5, one year of creditable experience equivalent to the next lower grade, or the specified qualifying education, is required; candidates must demonstrate the listed skills in health information technology and office software, health-record disclosure processes, prioritization and follow-up, privacy rules, and communication.
• For GS-6, one year of creditable experience equivalent to the next lower grade is required; candidates must demonstrate knowledge of applicable disclosure laws and regulations, ability to locate and disclose PHI in paper or electronic records, ability to apply privacy and release-of-information requirements, and ability to research and resolve difficult questions accurately and promptly.
• Must pass a pre-employment physical evaluation and be subject to a background/security investigation.
• Seasonal influenza vaccination is required for VA Health Care Personnel.
• Must complete the online onboarding and application requirements, provide acceptable identification, and meet Selective Service registration requirements where applicable.
• Must serve a one- or two-year trial period, during which continued employment is evaluated.

Responsibilities

• Review, receive, and process requests for release of patient protected health information, including requests from authorized first- and third-party requestors.
• Receive and validate authorization forms and requests for information, evaluate whether authorizations are adequate, and determine whether requested information may be released.
• Screen and prioritize requests according to urgency, established priority systems, policies, and regulations.
• Use computer applications and release-of-information systems to track requests and release authorized health information.
• Maintain accounting of disclosures for records released from a Privacy Act system of records.
• Provide customer service to Veterans, personal representatives, third parties, callers, and visitors; explain request requirements and assist with forms or documents.
• Provide advisory and technical assistance to patients and administrative and professional staff regarding release-of-information processes.
• Apply and ensure compliance with laws, regulations, policies, and procedures governing privacy and disclosure of health information.
• Communicate with internal and external stakeholders and provide technical expertise about the release-of-information process.
• Process VA Regional Office requests through AMIE and, where applicable, VBA 7131 requests through Access HIM Request Management.
• At the GS-6 level, process Social Security requests by downloading documents, including scanned images, from the EHR to a secure network drive and uploading them to a secure Social Security web portal.
• Receive and direct callers and visitors and respond to patients’ questions about services.

Benefits

• Competitive salary and regular salary increases.
• 37–50 days of annual paid time off per year, including 13–26 days of annual leave, 13 days of sick leave, and 11 paid federal holidays.
• Up to 12 weeks of paid parental leave after 12 months of employment, in connection with the birth, adoption, or foster-care placement of a child.
• Eligible full-time employees may qualify for a child-care subsidy after 60 days of employment, subject to income and other eligibility limits.
• Traditional federal pension, with five-year vesting, and federal 401(k) with up to 5% in VA contributions.
• Federal health, vision, dental, term life, and long-term-care insurance; many federal insurance programs may be carried into retirement.
• Selected applicants may qualify for annual-leave accrual credit based on prior work or military service, subject to approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree