Medical Records Technician (ROI)

Veterans Health Administration • Rochester, NY

1d • Onsite

About The Position

The Medical Records Technician (MRT) Release of Information (ROI) position is in the Health Information Management service at the VA Finger Lakes Health Care System. The technician reviews and processes requests for patient protected health information and provides customer service to Veterans and third parties by supplying copies of a Veteran’s protected health information when a signed written request or valid authorization is received.

The incumbent evaluates authorization forms, prioritizes requests by urgency, assists Veterans and visitors in clarifying requests, and determines whether information may be released. The role applies federal laws and regulations governing medical-record confidentiality, searches paper and electronic health records, resolves conflicting or incomplete information, and processes routine releases to VA and other agencies and authorized individuals. The position also processes deposits of money collected for subpoenas, legal fees, and release-of-information processing fees.

The work schedule is Monday through Friday, 7:30 AM to 4:00 PM. Telework is not available, and the position is not virtual. Relocation and recruitment incentives and permanent change-of-station benefits are not authorized. The position is sedentary overall, with some standing, walking, bending, twisting, and carrying light items.

Requirements

• U.S. citizenship, subject to the stated exception for appointments when qualified citizens cannot be recruited under 38 U.S.C. § 7407(a).
• Proficiency in spoken and written English.
• Meet one of the basic qualification pathways: one year of qualifying experience indicating knowledge of medical terminology and general understanding of health records, including six months providing KSAs needed for MRT (ROI) work; an associate’s degree in health information technology/management or a related degree with at least 12 semester hours in that field; or an accepted combination of qualifying experience and education or training.
• For the GS-6 grade, one year of creditable experience equivalent to the next lower grade level.
• Demonstrate knowledge of laws and regulations governing authorization and disclosure of health information, including the Privacy Act, FOIA, HIPAA, and 38 U.S.C. 7332.
• Demonstrate the ability to navigate paper and/or electronic health records efficiently to locate, assemble, and disclose protected health information in accordance with documentation guidelines and processes.
• Demonstrate the ability to apply policies, procedures, laws, and regulations governing privacy and release of information when processing requests.
• Demonstrate the ability to research and resolve difficult release-of-health-information questions accurately and promptly.
• Complete required background/security investigation, pre-employment physical evaluation, onboarding, and applicable drug-screening requirements.
• Participate in the VA seasonal influenza vaccination program.
• Serve a two-year trial period, subject to written certification for continued employment.
• Complete all application requirements listed in the announcement’s Required Documents section.

Nice To Haves

• At least 1–2 years of Release of Information experience.
• RHIT or RHIA certification.
• Grandfathering Provision may apply to current VHA employees in this occupation who meet the stated criteria.

Responsibilities

• Evaluate the adequacy of completed authorization forms.
• Screen information requests for urgency and complete the most urgent requests first using established priority systems.
• Greet Veterans and visitors, determine the nature of their requests, and assess whether the requested information can be released.
• Apply laws, rules, regulations, and exclusions governing the confidentiality and release of medical records, including the Privacy Act, Freedom of Information Act, and 38 U.S.C. 7332.
• Search records and files, including electronic records, to locate and summarize difficult-to-find information and verify information provided.
• Review paper and computerized health records to identify material for copying, printing, or writing to electronic media for release.
• Resolve conflicting or inconsistent information by communicating with patients or third parties, correcting errors, reconstructing prior transactions or events, and locating alternative information sources.
• Process routine releases of information to VA and Federal agencies and, when requested, to patients and their families, insurance representatives, physicians, hospitals, and city and state health agencies in accordance with VA directives.
• Complete transactions for depositing money collected from subpoenas, legal fees, and release-of-information processing fees.
• Perform other duties as assigned.

Benefits

• Federal employees and their families have access to a comprehensive benefits package; specific eligibility depends on position type.
• Selected applicants may request prior work or military service credit toward annual leave accrual, subject to approval and not guaranteed.

What This Job Offers

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