Supervisory Medical Records Technician (ROI)

Veterans Health Administration • Providence, RI

1d • Hybrid

About The Position

The Supervisory Medical Records Technician (ROI) works in the Health Information Management (HIM) Service Line at the VA Providence Health Care System and serves as supervisor and technical expert for the Release of Information Unit. The role reviews and processes requests for patient protected health information and provides customer service to Veterans and third parties by supplying copies of health information in response to signed written requests or valid authorizations. The position requires expertise in applicable federal laws, rules, and regulations governing the release of health information.

The supervisor provides technical direction, coordinates workload and staffing, monitors the quality and timeliness of work, and oversees staff development and performance. The position is full-time, 40 hours per week, Monday through Friday, 8:00 a.m. to 4:30 p.m. Ad-hoc telework is available; this is not a virtual position.

Applicants must meet the stated citizenship, English proficiency, experience and/or education qualifications, and supervisory grade requirements. The position is subject to security screening, a pre-employment physical, seasonal influenza vaccination requirements, and a one- or two-year trial period. The job is in the Excepted Service and does not confer competitive status.

Requirements

• U.S. citizenship, subject to the stated exception for recruitment of qualified citizens.
• Proficiency in spoken and written English.
• One year of creditable experience demonstrating knowledge of medical terminology and a general understanding of health records, including six months with the KSAs needed for MRT (ROI) work; or a qualifying associate's degree; or an approved combination of experience and education/training.
• For GS-8, one year of creditable experience equivalent to the next lower grade level.
• Demonstrate ability to develop policy and provide workload analysis for release of information.
• Demonstrate interpersonal relations and conflict-resolution skills.
• Demonstrate ability to provide or coordinate staff development and training.
• Demonstrate ability to perform the full range of supervisory duties, including assigning work, evaluating performance, selecting staff, and recommending awards, advancements, and disciplinary actions.
• Complete required application and onboarding processes and pass the required background/security investigation and pre-employment physical examination.
• Meet seasonal influenza vaccination requirements for VA health care personnel.
• Serve a one- or two-year trial period, subject to written certification for continued employment.
• Submit transcripts when relying on education to meet qualification requirements; foreign education requires a Certificate of Foreign Equivalency.

Responsibilities

• Advise the Chief and Assistant Chief of HIM on staffing needs and shortages within the Release of Information section.
• Maintain interdepartmental relationships to support medical center goals.
• Provide guidance and technical direction to accomplish the work of the unit or team.
• Generate workload reports, distribute pending workload to staff, and monitor completion.
• Ensure timely release of health records in accordance with policies and procedures.
• Ensure compliance with accrediting agency and regulatory requirements and initiate corrective action as needed.
• Work with VA Regional Counsel to ensure records related to malpractice, subpoenas, and tort cases are prepared and disclosed promptly.
• Conduct audits and monitoring for areas of responsibility to ensure staff process accurate and timely data.
• Review employees' work for quality, quantity, accuracy, and timeliness.
• Monitor staff performance and recommend awards and advancements.
• Ensure orientation and competency assessments are completed for assigned staff.
• Evaluate employee performance and take disciplinary action when necessary.
• Identify problems and take corrective action.
• Support other organizational elements and perform other duties as assigned.
• Review and process requests for patient protected health information and provide authorized copies to Veterans or third parties.

Benefits

• Competitive salary and regular salary increases; a higher step rate may be considered based on higher or unique qualifications or VA needs.
• 37–50 days of annual paid time off per year, comprising 13–26 days of annual leave, 13 days of sick leave, and 11 paid federal holidays.
• Possible credit toward annual leave accrual based on prior work or military service, subject to approval.
• Up to 12 weeks of paid parental leave after 12 months of employment.
• Eligible full-time employees may qualify for a child care subsidy after 60 days of employment, subject to income and other eligibility limits.
• Traditional federal pension, with five-year vesting, and federal 401(k) with up to 5% in VA contributions.
• Federal health, vision, dental, term life, and long-term care insurance; many federal insurance programs can be carried into retirement.
• Ad-hoc telework availability.

What This Job Offers

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