Medical Records Technician (ROI)

Department of Veterans Affairs•Louisville, KY

48d•Onsite

About The Position

This job opportunity announcement (JOA) will be used to fill one (1) full-time and permanent Medical Records Technician (Release of Information) vacancy at the Louisville, KY Veteran Affairs Medical Center (VAMC), with Business Office Service. This position is located in the Health Information Management (HIM) section at the Robley Rex VA Medical Center. Release of Information (ROI) technicians disclose health information in accordance with all laws and regulations governing authorization and disclosure of health information. The duties in this position are primarily advisory and technical in nature. 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. Personally 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 medical record, including the Privacy Act, Freedom of Information Act and 38 U.S.C. 7332 governing the release of records containing information regarding the treatment of or referral for drug and/or alcohol abuse, Sickle Cell Anemia and infection with Human Immunodeficiency Virus (HIV). 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), referring only problem cases to the Supervisor. Evaluates validity of each request. Determines what 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. Inputs all requests into the ROI computer package for logging and tracking of these requests. Receives and/or gives out forms, and assists visitors and/or callers with the completion of forms or documents. 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 computerized 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. 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. This involves dealing with patients and/or third parties to resolve discrepancies, sorting out errors and reconstructing past transactions, cases or events, or finding alternative sources of information. Replies to vague, incomplete, or ambiguous inquires by independently recognizing issues, topics or problems. Finds alternative sources of information on which to base a reply when correspondent has provided sketchy or inaccurate information. Processes Social Security requests for health information using ROI software. Downloads VistA Imaging documents and ROI software documents 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 package and closes the requests in both the ROI and Social Security packages. 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 according to VA directives. Other duties as assigned.

Responsibilities

Evaluating the adequacy of each completed authorization form.
Screening each request for information to determine urgency and assures that most urgent requests are completed fist using established priority systems.
Personally greets veterans/visitors and assists them in determining the exact nature of the request and whether the information requested can be released.
Applying public laws, rules, regulations and exclusions governing confidentiality of the medical record, including the Privacy Act, Freedom of Information Act and 38 U.S.C. 7332 governing the release of records containing information regarding the treatment of or referral for drug and/or alcohol abuse, Sickle Cell Anemia and infection with Human Immunodeficiency Virus (HIV).
Processing 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), referring only problem cases to the Supervisor.
Evaluating validity of each request.
Determining what 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).
Ensuring that proper authorization exists before release is made.
Inputting all requests into the ROI computer package for logging and tracking of these requests.
Receiving and/or gives out forms, and assists visitors and/or callers with the completion of forms or documents.
Providing advisory and technical assistance to patients, administrative staff and professional staff regarding release of information.
Searching records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate data.
Locating materials that would verify information given. Reviews paper and computerized health records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and released.
Composing responses to routine requests for release of patient information.
Selecting and compiles information from health records and prepares correspondence, typically using standard form or standard formats for letters.
Composing 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.
Resolving conflicting or inconsistent information found on initial requests. This involves dealing with patients and/or third parties to resolve discrepancies, sorting out errors and reconstructing past transactions, cases or events, or finding alternative sources of information.
Replying to vague, incomplete, or ambiguous inquires by independently recognizing issues, topics or problems.
Finding alternative sources of information on which to base a reply when correspondent has provided sketchy or inaccurate information.
Processing Social Security requests for health information using ROI software.
Downloading VistA Imaging documents and ROI software documents onto a secure Network Drive.
Accessing the secured Social Security Web page and uploads the documents to the Web portal.
Transferring the confirmation codes to the ROI software package and closes the requests in both the ROI and Social Security packages.
Completing 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 according to VA directives.
Other duties as assigned.