MEDICAL RECORDS TECH (ROI)

U.S. Department of Veterans Affairs; Salisbury (NC); On-site; USD 42,000 - 60,000; Full time

Job summary

U.S. Department of Veterans Affairs is seeking a Medical Records Technician (ROI) to process Release of Information requests in the Health Information Management section. You will ensure privacy compliance and manage disclosures of health information for authorized individuals and agencies.

The position involves using ROI software, pulling records, and interacting with patients and staff while maintaining HIPAA and FOIA guidelines. VA Careers page details duties and qualifications.

Qualifications

• One year of creditable experience with medical terminology and health records.
• Six months of KSAs for MRT (ROI) work.
• Assoc. degree with 12 semester hours in health information management or related.
• Education/experience combinations allowed (see qualification standards).
• Grandfathering Provision may apply for current VHA employees in this occupation.
• GS-4 to GS-6 grade determinations exist.

Responsibilities

• Process incoming ROI requests per AMIE and VA policies.
• Ensure compliance with Privacy Act, FOIA, HIPAA when releasing information.
• Enter requests into ROI software and track releases.
• Respond to patients and staff inquiries regarding ROI.
• Prepare information releases with proper documentation and authorization.

Skills

Medical terminology

Privacy laws

Release of Information

EHR systems

Education

Assoc. degree HIM

Bachelor's with HIM courses

Tools

ROI software

EHR systems

Job description

Summary

This position is located in the Health Information Management (HIM) section at the W.G. (Bill) Hefner VA Medical Center. Release of Information (ROI) technicians disclose health information in accordance with all laws and regulations governing authorization and disclosure 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

• a
• Citizenship
• Be a citizen of the United States
• (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with chapter 3 - section A - paragraph 3g - of this part.) b
• 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: (a) 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
• (b) 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- 3 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: Medical Records Technician (ROI) - GS-4 (1) Experience or Education
• None beyond basic requirements
• (2) Assignment
• Employees at this level serve in entry level MRT (ROI) position and MRTs (ROI) receive and validate authorization forms and requests for information - and prioritize requests per policies and regulations
• They use various computer applications to track and release all authorized ROI requests
• They process and release health information to authorized first- and third-party requestors
• MRTs (ROI) initiate and maintain the accounting of disclosure for all records disclosed from a Privacy Act system of records
• They ensure compliance with policies - procedures - laws - and regulations governing privacy and release of information
• Medical Records Technician (ROI) - GS-5 (1) Experience
• One year of creditable experience equivalent to the next lower grade level
• OR - (2) Education
• Successful completion of a bachelor'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 management - or a related degree with a minimum of 24 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)
• (3) Demonstrated Knowledge - Skills - and Abilities
• In addition to the experience above - the candidate must demonstrate all of the following KSAs: (a) Ability to utilize health information technology and various office software products utilized in MRT (ROI) positions (e.g. - the electronic health record - release of information systems - etc.)
• (b) Knowledge of health record documentation guidelines and processes for disclosing protected health information
• (c) Ability to manage priorities and coordinate work in order to complete duties within required timeframes - and the ability to follow-up on pending issues
• (d) Knowledge of policies - procedures - laws - and regulations governing privacy and release of information
• (e) Ability to communicate with individuals from various backgrounds to obtain the desired effect or gaining information by establishing rapport Medical Records Technician (ROI) - GS-6 (1) Experience
• One year of creditable experience equivalent to the next lower grade level
• (2) Demonstrated Knowledge - Skills - and Abilities
• In addition to the experience above - the candidate must demonstrate all of the following KSAs: (a) Knowledge of the laws and regulations related to the authorization and disclosure of health information (e.g. - Privacy Act - Freedom of Information Act - Health Insurance Portability and Accountability Act (HIPAA) - and 38 U.S.C.
• 7332 - Confidentiality of Certain Medical Records)
• (b) 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
• (c) Ability to apply policies - procedures - laws - and regulations governing privacy and release of information to process requests for release of information
• (d) Ability to research and solve difficult questions related to release of health information in an accurate and timely manner
• Preferred Experience: ???????At least 1-2 years of experience in a health information management department or a similar medical/administrative setting
• Strong background in medical records privacy compliance - Electronic Medial Records (EMR) systems - and patient confidentiality laws like HIPAA
• Attention to detail - data entry - medical terminology - computer applications and customer service experience
• Reference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/
• The full performance level of this vacancy is 6
• The actual grade at which an applicant may be selected for this vacancy is in the range of 4 to 6
• Physical Requirements: See VA Directive and Handbook 5019 - Employee Occupational Health Service.

Duties

• Duties include but are not limited to: Process all incoming requests to the facility for Release of Information (ROI) along with information required by the VA Regional Office through the Automated Medical Information Exchange (AMIE)
• Apply public laws - rules - regulations and exclusions governing confidentiality of the medical record - including the Privacy Act - Freedom of Information Act and 38 U.S.C. 7332 governing the release of records
• Evaluates validity of each request and determines which information is to be released in compliance with existing laws (Privacy Act of 1974 - Freedom of Information Act - and Health Insurance Portability and Accountability Act)
• Ensures that proper authorization exists before release is made and processes the request to the requesting agency or individual
• Inputs all requests into the ROI computer package for logging and tracking of these requests
• 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 and provide advisory and technical assistance to patients - administrative staff and professional staff regarding release of information
• Searches records or files to compose responses - including electronic searches to retrieve and summarize hard-to-locate data
• Reviews paper and computerized health records (i.e. - scanned notes - reports - special tests - etc.) to identify material to be photocopied/printed/written to electronic media and released
• Employee 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 an resolves conflicting or inconsistent information found on initial requests
• 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
• VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo Work Schedule: Monday- Friday
• tours of duty vary - with start and end times between 7am and 5:30pm
• Telework: Adhoc Virtual: This is not a virtual position
• Relocation/Recruitment Incentives: Not Authorized