Medical Records Technician (ROI)

Veterans Health Administration • Rochester, NY

1d • Onsite

About The Position

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

The incumbent evaluates authorizations, prioritizes requests by urgency, helps visitors clarify their requests, and determines whether requested information may be released. The role applies laws and regulations governing confidentiality and disclosure, searches paper and electronic health records, resolves discrepancies, and processes routine releases to VA and other agencies, patients, families, healthcare providers, insurers, and public health agencies. It also processes deposits of fees collected for subpoenas and release-of-information services.

This is a sedentary position that also involves standing, walking, bending, twisting, and carrying light items. The work schedule is Monday through Friday, 7:30 AM to 4:00 PM. Telework and virtual work are not available. Relocation and recruitment incentives, as well as permanent change of station, are not authorized.

Requirements

• U.S. citizenship, subject to the stated exception for appointment of non-citizens when qualified citizens cannot be recruited under 38 U.S.C. § 7407(a).
• Proficiency in spoken and written 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 a qualifying associate's degree; or an eligible combination of experience and education or training.
• For the GS-6 grade: one year of creditable experience equivalent to the next lower grade level.
• Knowledge of laws and regulations related to authorization and disclosure of health information, including the Privacy Act, Freedom of Information Act, HIPAA, and 38 U.S.C. 7332.
• Ability to apply health-record documentation guidelines and navigate paper and/or electronic health records to locate, assemble, and disclose PHI.
• Ability to apply policies, procedures, laws, and regulations governing privacy and release of information when processing requests.
• Ability to research and accurately and promptly resolve difficult questions related to release of health information.
• Complete required application steps and the online assessment.
• Register with Selective Service if applicable to males born after December 31, 1959.
• Submit to a background/security investigation and pre-employment physical evaluation; selected applicants must complete online onboarding and provide acceptable identification.
• Participate in the VA seasonal influenza vaccination program.
• Serve a two-year trial period, subject to written certification for continued employment after the period.
• Meet applicable education requirements; qualifying education must be from an institution recognized by the U.S. Department of Education.

Nice To Haves

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

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, help determine the precise nature of their requests, and determine whether requested information may be released.
• Apply public laws, rules, regulations, and exclusions governing medical-record confidentiality and release, including the Privacy Act, Freedom of Information Act, and 38 U.S.C. 7332.
• Search records and files, including electronically searching for and summarizing hard-to-locate data, and locate materials that verify information provided.
• Review paper and computerized health records to identify material for copying, printing, writing to electronic media, and release.
• Resolve conflicting or inconsistent information by working with patients or third parties, correcting errors, reconstructing past transactions or events, or identifying alternative information sources.
• Complete and process routine releases of information to VA and other Federal agencies and, when requested, to patients and families, insurance representatives, physicians, hospitals, and city and state health agencies according to VA directives.
• Complete transactions for depositing money collected from subpoenas, legal fees, and processing fees for releases of information to individuals and insurance companies.
• Perform other duties as assigned.

Benefits

• Federal employees and their families have access to a comprehensive benefits package; specific benefits depend on position eligibility and should be confirmed with the hiring agency.
• Selected applicants may qualify for credit toward annual leave accrual based on prior work or military service, subject to request and approval.

What This Job Offers

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