Medical Records Technician (ROI)

Veterans Health Administration • Middleton, WI

2d • Onsite

About The Position

This position is in Health Information Management (HIM) at the Wm. S. Middleton Memorial Veterans Hospital in Madison, Wisconsin. The Medical Records Technician (Release of Information) reviews and processes requests for patients’ protected health information (PHI) in accordance with applicable federal laws, rules, and regulations. The position provides customer service to Veterans and third parties by releasing records only when properly authorized and only to individuals with authorization or legal authority to receive them.

The role processes and tracks requests, reviews paper and electronic health records, locates and assembles responsive information, and prepares releases and written responses. It also supports visitors and callers, resolves issues with requests, processes routine disclosures to other agencies and authorized requestors, and completes required accounting and fee-deposit transactions. The position is located at the hospital and is not remote or virtual; ad hoc telework may be available under agency policy.

The vacancy may be filled at GS-4, GS-5, or GS-6. The full performance level is GS-6. Work is primarily sedentary, with occasional walking, bending, standing, and carrying light items such as files and manuals.

Requirements

• Proficiency in basic 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 acceptable combination of education and experience.
• Alternatively, an associate degree in health information technology/health information management, or a related degree with at least 12 semester hours in those fields; transcripts are required when qualifying based on education.
• For the GS-5 level, at least one year of creditable experience comparable to GS-4 or qualifying bachelor’s-level education, plus the ability to use health information technology and office software, knowledge of disclosure documentation and processes, ability to prioritize and complete work on time, knowledge of privacy and disclosure rules, and communication skills to establish rapport and obtain information.
• For the GS-6 level, at least one full year of creditable MRT (ROI) experience at the GS-5 level, including experience applying and interpreting disclosure laws and regulations, educating requestors, validating authorizations, using computer applications to track and release requests, and maintaining accounting of disclosures.
• For the GS-6 level, knowledge of applicable laws and regulations, including the Privacy Act, FOIA, HIPAA, and 38 U.S.C. 7332; ability to navigate paper or electronic health records and locate, assemble, and disclose PHI; ability to apply privacy and release policies and procedures; and ability to research and resolve difficult release-of-information questions accurately and promptly.
• U.S. citizenship is required.
• Must complete all required application steps, including an online assessment.
• Tentatively selected applicants for testing-designated positions are subject to urinalysis for illegal drug use; refusal results in denial of employment.
• Selective Service registration is required for males born after December 31, 1959.
• Must be subject to a background/security investigation and pass a pre-employment physical examination.
• Must complete the online onboarding process and provide acceptable identification for pre-employment requirements.
• Participation in the seasonal influenza vaccination program is required for VA Health Care Personnel.
• Must serve a one- or two-year trial period, during which continued employment is evaluated.

Responsibilities

• Process incoming requests for Release of Information (ROI) and information requests from the VA Regional Office through the Automated Medical Information Exchange (AMIE).
• Evaluate the validity of requests and determine what information may be released under applicable laws and regulations, including the Privacy Act, FOIA, and HIPAA.
• Enter and track requests in ROI computer software, including accurately recording required information for each request.
• Receive and direct callers and visitors; provide and receive forms and assist with completing forms or documents.
• Search records and files, including electronically searching for and summarizing difficult-to-locate data.
• Review paper and electronic health records to identify information for copying, printing, or transferring to electronic media for release.
• Compose detailed responses to correspondence, organizing information logically and using an appropriate format and tone.
• Resolve conflicting or inconsistent information in initial requests.
• Process Social Security requests for health information using ROI software.
• Process routine releases to other VA and federal agencies and, when requested and authorized, to patients and their families, insurance representatives, physicians, hospitals, and city and state health agencies.
• Complete transactions to deposit money collected for subpoenas, legal fees, and processing fees for releases to individuals and insurance companies.
• Provide copies of a Veteran’s PHI upon receipt of a signed written request or valid authorization, ensuring disclosure is limited to authorized information and recipients.

Benefits

• Federal employee benefits package; specific benefits depend on position type and eligibility.
• Selected applicants may request consideration of prior work or military service for credit toward annual leave accrual; approval is not guaranteed.

What This Job Offers

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