Medical Records Technician - Release of Information

Department of Veterans Affairs•Grand Junction, CO

57d•Onsite

About The Position

The incumbent reviews and processes requests for patient protected health information. Also provides direct customer service to the Veteran (or third party), by providing copies of the Veteran's PHI, when a signed, written request is received, or upon the Veteran's valid authorization to a third party. Ensures that only the information that the Veteran specified be released, is shared only with those whom the Veteran has authorized, or who have legal authority to receive such information. Provides direct customer service to the Veteran, their Personal Representative or third party by providing copies of the Veteran's health information when a signed, written request is received or upon the Veteran's valid authorization to a third party. Incumbent is responsible for evaluating the adequacy of each completed authorization form. Screens each request for information to determine urgency and assures that most urgent requests are completed fist using established priority systems. Greets Veterans/visitors and assists them in determining the exact nature of the request and whether the information requested can be released. Applies public laws, rules, regulations and exclusions governing confidentiality of the health record. Processes all incoming requests to the facility for ROI along with information required by the VA Regional Office through the Automated Medical Information Exchange, referring only problem cases to the Supervisor. Determines which information is to be released in compliance with existing laws, such as the Privacy Act of 1974, Freedom of Information Act, and HIPAA. Ensures that proper authorization exists before release is made. Processes the request to the requesting agency or individual. Inputs all requests into the ROI software for logging and tracking of these requests. 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. Searches records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate data. Locates materials that would verify information given. Reviews paper and electronic health records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and released. Composes responses to routine 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. Composes detailed explanations in response to correspondence received, arranging information into logical sequence and appropriate format, and choosing appropriate words and expressions to convey the desired tone. Resolves conflicting or inconsistent information found on initial requests. Processes Social Security requests for health information using ROI software. Downloads documents from the EHR, including scanned images, onto a secure Network Drive. Accesses the secured Social Security Web page and uploads the documents to the Web portal. Transfers the confirmation codes to the ROI software and closes the requests in both the ROI and Social Security software. Completes and processes routine releases of information to other VA and Federal Agencies and when requested, to patients and their families, insurance representatives, physicians, hospitals, and city and state health agencies.

Responsibilities

Reviews and processes requests for patient protected health information.
Provides direct customer service to the Veteran (or third party), by providing copies of the Veteran's PHI, when a signed, written request is received, or upon the Veteran's valid authorization to a third party.
Ensures that only the information that the Veteran specified be released, is shared only with those whom the Veteran has authorized, or who have legal authority to receive such information.
Screens each request for information to determine urgency and assures that most urgent requests are completed fist using established priority systems.
Greets Veterans/visitors and assists them in determining the exact nature of the request and whether the information requested can be released.
Applies public laws, rules, regulations and exclusions governing confidentiality of the health record.
Processes all incoming requests to the facility for ROI along with information required by the VA Regional Office through the Automated Medical Information Exchange, referring only problem cases to the Supervisor.
Determines which information is to be released in compliance with existing laws, such as the Privacy Act of 1974, Freedom of Information Act, and HIPAA.
Ensures that proper authorization exists before release is made.
Processes the request to the requesting agency or individual.
Inputs all requests into the ROI software for logging and tracking of these requests.
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.
Searches records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate data.
Locates materials that would verify information given.
Reviews paper and electronic health records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and released.
Composes responses to routine 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.
Composes detailed explanations in response to correspondence received, arranging information into logical sequence and appropriate format, and choosing appropriate words and expressions to convey the desired tone.
Resolves conflicting or inconsistent information found on initial requests.
Processes Social Security requests for health information using ROI software.
Downloads documents from the EHR, including scanned images, onto a secure Network Drive.
Accesses the secured Social Security Web page and uploads the documents to the Web portal.
Transfers the confirmation codes to the ROI software and closes the requests in both the ROI and Social Security software.
Completes and processes routine releases of information to other VA and Federal Agencies and when requested, to patients and their families, insurance representatives, physicians, hospitals, and city and state health agencies.

Benefits

Competitive salary and regular salary increases.
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.
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.
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.
Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA
Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)

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