Medical Records Technician (Release of Information)

Veterans Health Administration • Newington, CT

18h • Onsite

About The Position

This position is located in the Health Information Management (HIM) section at the VA Connecticut Healthcare System Center, in Newington Connecticut. Release of Information (ROI) Technicians disclose health information in accordance with all laws and regulations governing authorization and disclosure of health information. The incumbent processes all incoming requests to the facility for Release of Information (ROI) along with information required by the VA Regional Office through the Automated Medical Information Exchange (AMIE). Evaluates validity of each request. 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 exists before release is made. Processes the request to the requesting agency or individual. Inputs all requests into the ROI computer package for logging and tracking of these requests. GS-04: Employees at this level serve in entry level MRT (ROI) positions and receive close supervision from more experienced ROI staff members. GS-05: Employees at this grade level serve in developmental positions as MRTs (ROI) and receive guidance from more experienced staff members for more complex ROI procedures. GS-06: This is considered the full performance level for ROI technician positions. ROI technicians at this level apply, interpret and analyze laws and regulations related to the disclosure of health information. They are responsible for educating requestors on requirements for submitting requests for health information and completing all requests for health information in accordance with applicable laws and regulations.

Requirements

• Must be a U.S. Citizen to apply for this job.
• Must complete all required steps in the process.
• In addition to the application and questionnaire, this position requires an online assessment.
• The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process.
• Acceptable form(s) of identification will be required to complete pre-employment requirements ( https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents ).
• Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Must pass pre-employment physical evaluation.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.
• As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest.
• English Language Proficiency. MRTs (ROI) must be proficient in spoken and written English, as required by 38 U.S.C. § 7403(f).
• 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 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.
• 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).
• GS-05: Developmental Level: 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).
• AND, Demonstrated Knowledge, Skills, and Abilities: In addition to the experience above, the candidate must demonstrate all of the following KSAs: i. 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.). ii. Knowledge of health record documentation guidelines and processes for disclosing protected health information. iii. Ability to manage priorities and coordinate work in order to complete duties within required timeframes, and the ability to follow-up on pending issues. iv . Knowledge of policies, procedures, laws, and regulations governing privacy and release of information. v . Ability to communicate with individuals from various backgrounds to obtain the desired effect or gaining information by establishing rapport.
• GS-06: Full Performance Level: Experience: One year of creditable experience equivalent to the next lower grade level, such as receiving, validating authorization forms and requests for information and prioritizing requests according to policies and regulations; Utilizing various computer applications to track and release all authorized release of information requests; Processing and releasing health information to authorized first- and third-party requestors; Initiating and maintaining 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; Ensuring compliance with policies, procedures, laws, and regulations governing privacy and release of information.
• AND, Demonstrated Knowledge, Skills, and Abilities: In addition to the experience above, the candidate must demonstrate all of the following KSAs: i . 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). ii . 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. iii . Ability to apply policies, procedures, laws, and regulations governing privacy and release of information to process requests for release of information. iv. Ability to research and solve difficult questions related to release of health information in an accurate and timely manner.

Nice To Haves

• We are seeking a friendly, reliable, and detail-oriented individual with strong customer service skills.
• The ideal candidate will be able to communicate effectively, resolve inquiries with empathy, and ensure a positive experience for every customer interaction.

Responsibilities

• Evaluate the adequacy of each completed authorization form.
• Screen each request for information to determine urgency.
• Greet Veterans/Visitors and assists them in determining the exact nature of the request.
• Apply public laws, rules, regulations and exclusions governing confidentiality of the medical record.
• Process all incoming requests to the facility for Release of Information (ROI) along with information required by the VA Regional Office through the Automated Medical Information Exchange (AMIE).
• Ensure that proper authorization exists before release is made.
• Process the request to the requesting agency or individual.
• Inputs all requests into the ROI computer package for logging and tracking of these requests
• Receive and/or give out forms and assists visitors and/or callers with the completion of forms or documents.
• Respond to questions from patients concerning services.
• Provide advisory and technical assistance to patients, administrative staff and professional staff regarding release of information.
• Resolves conflicting or inconsistent information found on initial requests.

Benefits

• A career with the U.S. government provides employees with a comprehensive benefits package.
• As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
• Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.
• Contact the hiring agency for more information on the specific benefits offered.

What This Job Offers

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