Medical Records Technician (ROI)

Veterans Health Administration•Albuquerque, NM

1d•Onsite

About The Position

This position is in the Health Information Management (HIM) section at the New Mexico VA Health Care System. The Medical Records Technician (ROI) reviews and processes requests for patients’ protected health information (PHI), and provides customer service to Veterans and third parties by releasing records when a signed written request or valid authorization is received. The role evaluates requests and authorizations, applies applicable privacy and disclosure laws, and releases only the information authorized to the designated recipient. It processes and tracks requests using ROI software and other VA systems, searches paper and electronic health records, prepares records and correspondence, and responds to questions from patients, visitors, staff, and outside requesters. Work must be completed within established time standards. The position’s schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. Telework is not available, and this is not a virtual position. The vacancy’s full-performance level is GS-6; selection may be at GS-4 through GS-6.

Requirements

U.S. citizenship, subject to the stated exception for appointments when qualified citizens cannot be recruited under VA policy.
Proficiency in spoken and written English.
For the basic experience route, 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.
Alternatively, an associate’s degree from an accredited institution in health information technology/health information management, or a related degree with at least 12 semester hours in those fields.
Alternatively, qualifying combinations of creditable experience and education or training, as specified in the announcement.
For GS-5 selection, one year of creditable experience equivalent to the next lower grade, or a qualifying bachelor’s degree in health information management or a related degree with at least 24 semester hours in health information technology/health information management; required KSAs also apply.
For GS-6 selection, one year of creditable experience equivalent to the next lower grade and the required KSAs.
Ability to use health information technology and office software used in MRT (ROI) work, including electronic health records and release-of-information systems.
Knowledge of health record documentation guidelines and processes for disclosing protected health information.
Ability to manage priorities, coordinate work within required timeframes, and follow up on pending issues.
Knowledge of policies, procedures, laws, and regulations governing privacy and release of information.
Ability to communicate with people from varied backgrounds to establish rapport and obtain information.
For GS-6, knowledge of laws and regulations governing authorization and disclosure of health information, including the Privacy Act, FOIA, HIPAA, and 38 U.S.C. § 7332.
For GS-6, ability to navigate paper and electronic health records efficiently to locate, assemble, and disclose protected health information.
For GS-6, ability to apply privacy and release-of-information requirements when processing requests and to research and resolve difficult questions accurately and promptly.
Must complete the required application steps and online assessment, and complete the online onboarding process if selected.
Subject to a background/security investigation and a one- or two-year trial period.
Must meet the Department of Veterans Affairs seasonal influenza vaccination requirement for health care personnel.
Males born after December 31, 1959, must meet Selective Service registration requirements.
Physical ability to perform the stated duties, including extensive keyboarding and reading and preparing documents.

Responsibilities

Evaluate the adequacy and validity of authorizations and requests for health information.
Screen requests for urgency and prioritize them using established systems.
Greet Veterans and visitors, clarify the nature of their requests, and determine whether requested information may be released.
Apply laws, regulations, policies, and procedures governing confidentiality and release of health information, including the Privacy Act, Freedom of Information Act, HIPAA, and 38 U.S.C. § 7332.
Process incoming Release of Information requests, including requests from VA Regional Offices through AMIE, referring problem cases to the Supervisor.
Confirm that proper authorization exists and release only information specifically authorized to the designated recipient.
Enter requests and required information into ROI software for logging, tracking, and processing.
Receive and direct callers and visitors; provide and assist with forms; and answer questions about services and release-of-information procedures.
Provide advisory and technical assistance to patients and administrative and professional staff regarding release of information.
Search paper and electronic health records and files to locate, verify, assemble, and summarize requested information.
Prepare records for release, including material to be photocopied, printed, or written to electronic media.
Compose responses to routine requests and prepare correspondence using standard forms or formats.
Prepare detailed replies to correspondence, independently determining the scope, tone, and organization of responses when appropriate.
Resolve conflicting, inconsistent, vague, incomplete, or ambiguous requests by clarifying details, reconstructing prior transactions, or locating alternative information sources.
Process Social Security requests by using ROI software, downloading documents from VistA Imaging and ROI software to a secure network drive, uploading them to the Social Security web portal, recording confirmation codes, and closing requests in both systems.
Process routine releases to VA and federal agencies and, when requested, to patients and their families, insurance representatives, physicians, hospitals, and city and state health agencies.
Complete request processing within established time standards.