MEDICAL RECORDS TECH (ROI)

U.S. Department of Veterans Affairs; Charleston (SC); On-site; USD 42,000 - 63,000; Full time

Job summary

The U.S. Department of Veterans Affairs is seeking a Medical Records Technician (ROI) within the Health Information Management team.

You will educate requestors, validate authorization forms, and prioritize requests in accordance with policies and regulations. Preferred candidates have experience handling release of information, navigating electronic health records, and applying Privacy Act, FOIA, and HIPAA requirements.

Qualifications

• Experience with medical terminology and health records.
• Knowledge of Privacy Act, FOIA, and HIPAA.
• Ability to prioritize and manage multiple requests.
• Education/experience substitutions may apply per VA policy.

Responsibilities

• Process incoming ROI requests and verify their validity.
• Ensure disclosure complies with Privacy Act, FOIA, and HIPAA.
• Enter requests into ROI software and track status.
• Assist callers and provide guidance on form completion.
• Prepare responses, redact documents as required, and release information.

Skills

Medical terminology

Privacy & ROI

Health records management

Prioritization

Education

Associate degree in health information tech/health information mgmt

Tools

ROI software

Job description

Summary

This position is located in the Health Information Manager VA Healthcare System. MRTs (ROI) are responsible for educating requestors on requirements for submitting requests for health information. They receive and validate authorization forms and requests for information and prioritize requests according to policies and regulations.

Summary

This position is located in the Health Information Manager VA Healthcare System. MRTs (ROI) are responsible for educating requestors on requirements for submitting requests for health information. They receive and validate authorization forms and requests for information and prioritize requests according to policies and regulations.

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: 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 - 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 - 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
• Grandfathering Provision
• All persons employed in VHA as a MRT (ROI) on the effective date of this qualification standard are considered to have met all qualification requirements for the grade held - including positive education and licensure/certification/registration that are part of the basic requirements of the occupation
• Employees who do not meet all the basic requirements in this standard - but who met the qualifications applicable to the position at the time they were appointed to it - the following provisions apply: Such employees in an occupation that does not require a licensure/certification/registration may be reassigned - promoted - or demoted within the occupation - but will not be promoted beyond the journey level or placed in supervisory or managerial positions
• Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended - or be reappointed on a temporary or permanent basis - until they fully meet the basic requirements of the standard
• Employees initially grandfathered into this occupation - who subsequently obtain additional education and/or licensure/certification/registration that meet all the basic requirements of this qualification standard - must maintain the required credentials as a condition of employment in the occupation
• 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)
• Preferred Experience: Experience processing release of information requests in a VHA - DoD - or civilian healthcare setting - including validation of authorizations - release of protected health information - and compliance with Privacy Act - FOIA - and HIPAA requirements Demonstrated use of a dedicated ROI tracking system
• Experience navigating an electronic health record (e.g. - VistA/CPRS - Oracle Health - Epic) to locate - assemble - and prepare records for disclosure
• Familiarity with medical legal requests including subpoenas - court orders - and workers compensation
• Ability to use Adobe Acrobat to merge - split - and redact PDF documents prior to release
• Grade Determinations: In addition to meeting the Basic Requirements - the grade specific requirements and Knowledge - Skills and Abilities (KSAs) must be met as listed below as specified at each grade level
• GS-5 KSAs: Ability to utilize health information technology and various office software products utilized in MRT (ROI) positions Knowledge of health record documentation guidelines and processes for disclosing protected health information Ability to manage priorities and coordinate work in order to complete duties within required timeframes - and the ability to follow up on pending issues Knowledge of policies - procedures - laws - and regulations governing privacy and release of information Ability to communicate with individuals from various backgrounds to obtain the desired effect or gaining information by establishing rapport
• GS-6 KSAs: Knowledge of the laws and regulations related to the authorization and disclosure of health information (Privacy Act - FOIA - HIPAA - and 38 U.S.C. 7332) Ability to apply health record documentation guidelines and processes to navigate efficiently through the paper and/or electronic health record to locate - assemble - and disclose protected health information Ability to apply policies - procedures - laws - and regulations governing privacy and release of information to process requests for release of information Ability to research and solve difficult questions related to release of health information in an accurate and timely manner Reference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/ Physical Requirements: Physical aspects associated with work required of this assignment are typical for the occupation and would generally not require a pre-placement examination
• See VA Directive and Handbook 5019 - Employee Occupational Health Service

Duties

• Major Duties Include: The incumbent processes all incoming requests to the facility for ROI along with information required by the VA Regional Office through the Automated Medical Information Exchange (AMIE) - referring only problem cases to the Supervisor
• Evaluates validity of each request
• Determines which information is to be released in compliance with existing laws (Privacy Act of 1974 - Freedom of Information Act (FOIA) - and HIPAA
• Ensures that proper authorization exists before release is made
• Processes the request to the requesting agency or individual
• Inputs all requests into the ROI software for logging and tracking of these requests
• Receives and directs callers and visitors
• Receives and/or gives out forms and assists visitors and/or callers with the completion of forms or documents
• Responds to questions from patients concerning services
• Provides advisory and technical assistance to patients - administrative staff and professional staff regarding release of information
• Inquiries vary widely and information given requires explanation of office functions - describing specific requirements - providing basic instructions - or a similar degree of detail
• Searches records or files to compose responses - including electronic searches to retrieve and summarize hard-to-locate data
• Locates materials that would verify information given
• Reviews paper and electronic health records (i.e. - scanned notes - reports - special tests - etc.) to identify material to be photocopied/printed/written to electronic media and released
• Composes responses to routine requests for release of patient information
• Selects and compiles information from health records and prepares correspondence - typically using standard form or standard formats for letters
• Ensures the information released is limited to what is specifically authorized and to the person or agency designated to receive it
• Composes detailed explanations in response to correspondence received - arranging information into logical sequence and appropriate format
• and choosing appropriate words and expressions to convey the desired tone
• Determines extent and tone of replies independently
• Resolves conflicting or inconsistent information found on initial requests
• Processes Social Security requests for health information using ROI software
• Downloads documents from the EHR - including scanned images - onto a secure Network Drive
• Accesses the secured Social Security Web page and uploads the documents to the Web portal
• Transfers the confirmation codes to the ROI software and closes the requests in both the ROI and Social Security software
• Completes and processes routine releases of information to other VA and Federal Agencies and when requested - to patients and their families - insurance representatives - physicians - hospitals - and city and state health agencies according to VA directives
• Accurately enters all requests into the ROI software with necessary information for each request for health information
• Completes necessary transactions for deposit of money collected from subpoenas - legal fees - and processing fees for release of information to individuals and insurance companies
• All other duties as assigned
• Work Schedule: 8:00am - 4:30pm - Monday - Friday
• Recruitment Incentive (Sign-on Bonus): Not authorized
• Permanent Change of Station (Relocation Assistance): Not authorized
• Pay: Competitive salary and regular salary increases
• Parental Leave: After 12 months of employment - up to 12 weeks of paid parental leave in connection with the birth - adoption - or foster care placement of a child
• Child Care Subsidy: After 60 days of employment - full time employees with a total family income below $144 -000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66
• Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)
• Telework: Not available
• Virtual: This is not a virtual position
• Functional Statement #:62351F - 62348F - 62347F Permanent Change of Station (PCS): Not authorized