Medical Records Technician (ROI)

Veterans Health Administration • Tomah, WI

3d • Onsite

About The Position

This position is located in the Health Information Management section at the Tomah VA Medical Center. The Medical Records Technician (Release of Information) reviews and processes requests for patient protected health information and provides direct customer service to Veterans, their personal representatives, and third parties by releasing records when a signed written request or valid authorization is received. The role applies laws, regulations, policies, and procedures governing the confidentiality and disclosure of health information; validates and prioritizes requests; resolves discrepancies; and processes routine disclosures to VA and other authorized recipients. The position also processes Social Security requests using ROI software and the Social Security Web portal, and completes transactions for deposits of applicable fees.

The position is full-time, Monday through Friday, 8:00 a.m. to 4:30 p.m. Telework is available for ad hoc purposes; this is not a virtual position. The full performance level is GS-6, and selection may be at GS-4 through GS-6.

Requirements

• U.S. citizenship, subject to the stated exception under VA policy when qualified citizens cannot be recruited.
• Proficiency in written and spoken English.
• At least one year of creditable experience indicating knowledge of medical terminology and a general understanding of health records, including six months with the knowledge, skills, and abilities needed for MRT (ROI) work; or an associate's degree in health information technology/health information management or a related degree with at least 12 semester hours in that field; or a qualifying combination of experience and education or specified training.
• For GS-5: one year of creditable experience equivalent to GS-4, or a bachelor's degree in health information management or a related degree with at least 24 semester hours in health information technology/health information management.
• For GS-5, ability to use health information technology and office software used in MRT (ROI) work, including electronic health records and release-of-information systems.
• For GS-5, knowledge of health record documentation guidelines and processes for disclosing protected health information.
• For GS-5, ability to manage priorities, coordinate work to meet timeframes, and follow up on pending issues.
• For GS-5, knowledge of policies, procedures, laws, and regulations governing privacy and release of information.
• For GS-5, ability to communicate with people from various backgrounds to establish rapport and obtain information or achieve the desired effect.
• For GS-6: one year of creditable experience equivalent to GS-5.
• For GS-6, knowledge of laws and regulations governing authorization and disclosure of health information, including the Privacy Act, Freedom of Information Act, HIPAA, and 38 U.S.C. § 7332.
• For GS-6, ability to apply health record documentation guidelines and processes to navigate paper or electronic records, locate and assemble information, and disclose protected health information.
• For GS-6, ability to apply privacy and release-of-information policies, procedures, laws, and regulations when processing requests.
• For GS-6, ability to research and accurately and promptly resolve difficult questions related to release of health information.
• A transcript must be submitted when education is used to qualify; qualifying education must be from an accredited institution recognized by the U.S. Department of Education.
• May be required to serve a probationary period and undergo a background/security investigation; selected applicants must complete online onboarding.
• Participation in the seasonal influenza vaccination program is required for VA health care personnel.
• Selective Service registration is required for males born after December 31, 1959.

Responsibilities

• Apply, interpret, and analyze laws and regulations related to disclosure of health information.
• Educate requestors on requirements for submitting health information requests.
• Receive and validate authorization forms and information requests, and prioritize them according to policies and regulations.
• Evaluate the adequacy of completed authorization forms and screen requests for urgency, completing the most urgent requests first under established priority systems.
• Process and release health information to authorized first- and third-party requestors.
• Initiate and maintain accounting of disclosures for records released from a Privacy Act system of records.
• Provide customer service to Veterans, personal representatives, and third parties by providing copies of health information when a signed written request or valid third-party authorization is received.
• Resolve conflicting or inconsistent information in requests by working with patients or third parties, correcting errors, reconstructing transactions or events, or finding alternative information sources.
• Respond to vague, incomplete, or ambiguous inquiries by recognizing and addressing the issues involved.
• Process Social Security requests for health information using ROI software; download documents from the electronic health record to a secure network drive, upload them to the Social Security Web portal, transfer confirmation codes to ROI software, and close requests in both systems.
• Process routine releases of information to other VA and federal agencies and, when requested, to patients and families, insurance representatives, physicians, hospitals, and city and state health agencies in accordance with VA directives.
• Enter requests accurately into ROI software with the required information.
• Complete and process transactions for deposits of money collected for subpoenas, legal fees, and processing fees for releases to individuals and insurance companies.

Benefits

• Federal employees and their families have access to a comprehensive benefits package; specific benefits depend on position type and should be confirmed with the hiring agency.

What This Job Offers

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