Medical Records Technician (Release Of Information)

Veterans Health Administration • Canton, MI

23h • Onsite

About The Position

This position is located at the Canton Location in Canton, Michigan, in the Health Information Management Service (HIMS) section at the Ann Arbor VA Medical Center. Release of Information (ROI) technicians disclose health information in accordance with laws and regulations governing the authorization and disclosure of health information. The vacancy may be filled at GS-4 through GS-6, with GS-6 identified as the full performance level.

The incumbent evaluates requests and authorization forms, determines what information may be disclosed, verifies that proper authorization exists, and processes requests for patients, agencies, or individuals. The work includes logging and tracking requests in the ROI computer package, responding to inquiries, helping visitors and callers complete forms, and providing advisory and technical assistance to patients and staff. The technician applies confidentiality and disclosure requirements, including the Privacy Act, Freedom of Information Act, HIPAA, and 38 U.S.C. § 7332. At higher grade levels, the employee screens requests for urgency, prioritizes work, navigates paper and electronic health records, and researches difficult disclosure questions.

The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. Telework is not authorized, and the position is not virtual. Duties are primarily sedentary and include prolonged sitting and viewing documentation on a computer monitor. The employee may occasionally lift or move up to 50 pounds of documentation and assist patients with forms and explanations of service processes, policies, and regulations.

Requirements

• U.S. citizenship, subject to the stated VA policy exception for non-citizens when qualified citizens cannot be recruited.
• Proficiency in spoken and written English.
• One year of experience indicating knowledge of medical terminology and a general understanding of health records, including six months providing knowledge, skills, and abilities needed for MRT (ROI) work; or qualifying education; or an allowable combination of experience and education/training.
• For GS-5, one year of creditable experience equivalent to the next lower grade, or a qualifying bachelor's degree in health information management or a related field with at least 24 semester hours in health information technology/management.
• For GS-5, ability to use health information technology and office software, knowledge of health record documentation and disclosure processes, ability to manage priorities and follow up on pending issues, knowledge of privacy and disclosure requirements, and ability to communicate with people from varied backgrounds.
• For GS-6, one year of creditable experience equivalent to the next lower grade.
• For GS-6, knowledge of laws and regulations governing authorization and disclosure of health information; ability to navigate paper or electronic records and locate, assemble, and disclose protected health information; ability to apply privacy and disclosure policies and procedures; and ability to research and solve difficult disclosure questions accurately and promptly.
• Subject to a background/security investigation and pre-employment physical evaluation or examination.
• Selected applicants must complete online onboarding and provide acceptable identification for pre-employment requirements.
• Applicants tentatively selected for VA employment in a testing-designated position are subject to urinalysis for illegal drug use; refusing testing results in denial of VA employment.
• Male applicants born after December 31, 1959, must meet Selective Service registration requirements.
• Participation in the seasonal influenza vaccination program is required for VA health care personnel.
• Must serve a two-year trial period, subject to written certification for continued employment at its completion.

Responsibilities

• Process incoming Release of Information requests and information requests from the VA Regional Office through the Automated Medical Information Exchange (AMIE).
• Evaluate the validity and adequacy of requests and authorization forms, and ensure proper authorization exists before information is released.
• Determine what information may be disclosed under applicable laws and regulations, and limit disclosure to what is authorized and to the designated recipient.
• Screen requests for urgency and prioritize them using established priority systems.
• Process requests for requesting agencies or individuals and enter requests into the ROI computer package for logging and tracking.
• Greet and direct visitors and callers; receive and distribute forms; and assist with completing forms or documents.
• Respond to patient questions about services and provide advisory and technical assistance to patients, administrative staff, and professional staff regarding release of information.
• Search paper and electronic records, locate materials to verify information, and compile data to respond to requests.
• Compose responses to routine patient information requests and prepare correspondence using standard forms or formats.
• Apply confidentiality laws, regulations, policies, procedures, and exclusions governing medical records, including requirements for sensitive records.
• Research and resolve difficult questions related to release of health information accurately and in a timely manner.

Benefits

• Federal employees earn annual leave at a rate based on years of federal service; selected applicants may request prior work or military service credit toward annual leave accrual, subject to approval.

What This Job Offers

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