Lead Medical Records Technician (ROI)

U.S. Department of Veterans Affairs; San Antonio (TX); On-site; USD 65,000 - 82,000; Full time

Job summary

U.S. Department of Veterans Affairs seeks a MRT (ROI) to review and process requests for PHI, providing direct customer service to Veterans or third parties. The role requires expertise in federal laws governing health information release and strong teamwork skills.

Primary duties include leading the unit, distributing workload, and ensuring timely, accurate processing of records while protecting Veteran privacy and data security across all channels.

Qualifications

• Experience in health information management and medical records
• Knowledge of privacy and release of information processes
• Familiarity with HIPAA and related laws

Responsibilities

• Lead the workflow of the unit and assign tasks
• Coordinate release of information to ensure timely completion
• Review requests for medical records for validity and completeness
• Safeguard information and ensure compliance with privacy laws
• Communicate with patients, providers, and other officials to resolve requests

Skills

Team leadership

Regulatory knowledge

Communication skills

Medical terminology

HIPAA knowledge

Education

Associate degree in health information technology/health information management

Job description

Summary

The MRT (ROI) reviews and processes requests for Patient Protected Health Information (PHI). The MRT (ROI) also provides direct customer service to the Veteran (or third party) - by providing copies of the Veteran's PHI - when a signed - written request is received - or upon the Veteran's valid authorization to a third party. To perform this task - an MRT (ROI) must possess expertise in all applicable Federal laws - rules - and regulations regarding release of health information.

Summary

The MRT (ROI) reviews and processes requests for Patient Protected Health Information (PHI). The MRT (ROI) also provides direct customer service to the Veteran (or third party) - by providing copies of the Veteran's PHI - when a signed - written request is received - or upon the Veteran's valid authorization to a third party. To perform this task - an MRT (ROI) must possess expertise in all applicable Federal laws - rules - and regulations regarding release of health information.

Qualifications

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met.

Basic Requirements

• United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy
• Experience and Education (1) Experience
• One year of creditable experience that indicates knowledge of medical terminology and general understanding of health records
• Six months of the required one year of creditable experience must have provided the knowledge - skills - and abilities (KSAs) needed to perform MRT (ROI) work
• OR - (2) Education
• An associate's degree from an accredited college or university recognized by the U.S. Department of Education with a major field of study in health information technology/health information management - or a related degree with a minimum of 12 semester hours in health information technology/health information management (e.g. - courses in medical terminology - anatomy and physiology - legal aspects of health care - and introduction to health records)
• OR - (3) Experience/Education Combination
• Equivalent combinations of creditable experience and education are qualifying towards meeting basic experience requirements
• The following experience and educational/training substitutions are appropriate for combining education and creditable experience: Six months of creditable experience that indicates knowledge of medical terminology - privacy and release of information - the health record - and one year above high school with a minimum of six semester hours of health information technology/health information management courses
• Six months of creditable experience that indicates knowledge of medical terminology - privacy and release of information - the health record - and successful completion of a course for medical technicians - hospital corpsmen - medical service specialists - or hospital training obtained in a training program given by the Armed Forces or the U.S. Maritime Service under close medical and professional supervision
• The training program may be substituted on a month-for-month basis for up to six months of experience provided the training program included courses in anatomy and physiology - and health record techniques and procedures
• May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria)
• Grade Determinations: Lead Medical Records Technician (ROI) - GS-7 Experience
• One year of creditable experience equivalent to the next lower grade level
• Demonstrated Knowledge - Skills - and Abilities
• In addition to the experience above - the candidate must demonstrate all of the following KSAs: (a) Ability to work with a team to provide technical guidance - plan - organize - and coordinate activities of release of information to effectively complete job assignments (i.e. - distributing workload - monitoring the status and progress of work - monitoring accuracy of work - and ensuring required timelines are met.) (b) Knowledge of the laws and regulations related to the authorization and disclosure of health information
• (c) Ability to effectively communicate - both orally and in writing - to meet program objectives
• (d) Ability to prepare reports in various formats and present data to various organizational levels
• (e) Ability to provide or coordinate staff development and training
• Preferred Experience: At least one year of specialized experience equivalent to the GS-06 grade level in federal service
• Specialized experience typically involves: Processing and releasing medical information in accordance with laws such as Health Insurance Portability and Accountability Act (HIPAA) - Privacy Act of 1974 - and Confidentiality of Drug Abuse - Alcoholism and Alcohol Abuse - Human Immunodeficiency Virus (HIV) Infection and Sickle Cell Anemia Health Records - 38 U.S.C. 7332
• Reviewing requests for medical records to determine validity and completeness
• Safeguarding information and ensuring compliance with federal privacy laws
• Extensive knowledge of the medical record system (electronic and paper)
• Communicating with patients - providers - attorneys - insurance companies - and other government officials
• Reference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/
• The full performance level of this vacancy is 07
• Physical Requirements: Pre-Employment/Post-Employment Physical Examination: May be required - depending on the needs of the organization.

Duties

• Major Duties: Serves as work leader - assuring the work assignments of employees in the unit are carried out
• Distributes and balances workload and tasks among employees
• Assures the timely accomplishment of work assigned to the team
• Assures each team member has an integral role in developing the final product or providing the assigned service
• Facilitates team or unit processes by working in collaboration with team members or employees to ensure that tasks are completed - that good working relationships among team members and with management are maintained - and that team priorities and goals - needs - and achievements are coordinated with management
• Provides guidance and technical direction necessary for accomplishing the work of the unit or team
• Communicates to the team the problem to be solved or program issues under review and coaches the team and/or individual team members in identifying the parameters of a viable solution
• Ensures the organization's \"vision\" is integrated into the team's goals - strategies - activity plans - and work products
• Ensures team members participate in both short-term and long-term planning stages of team projects
• Continually interacts with team members aimed at building consensus and to serve as negotiator and coach for coordination of team initiatives
• Compiles tort cases for the Regional Office
• Processes medico-legal releases of information to attorneys and courts pertaining to Tort Feasor (Third Party Liability) - Worker's Compensation - Labor and Industries and subpoenas
• Work Schedule: Monday- Friday - 0800-1630 Telework: Yes - Adhoc only Virtual: This is not a virtual position
• Functional Statement #: 56528F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized