Medical Records Technician

Indian Health Service; Warm Springs (OR); On-site; USD 42,000 - 64,000; Full time

Job summary

Indian Health Service in the United States seeks a Medical Records Technician to support health information management by scanning, indexing, and filing medical and administrative documents into electronic health records. You will maintain logs, respond to data requests, and perform quality checks on scanned records to ensure accuracy and privacy compliance.

The role requires meeting federal qualification standards (GS‑5/GS‑6) with related education or experience, successful completion of

Qualifications

• Experience in health information management and records scanning.
• Ability to maintain accurate logs and indexing.
• Knowledge of privacy requirements and HIPAA.
• Experience communicating with healthcare staff to fulfill information requests.

Responsibilities

• Scan, index, and file non-electronic medical and administrative information.
• Maintain daily log of scanned and filed records.
• Respond to information requests from patients and staff.
• Perform quality control on scanned documents and records.

Skills

Health information management

HIPAA compliance

Privacy regulations

Education

Post-high school education related to health information management

Tools

Electronic Health Record (EHR) systems

Job description

Summary

Join the Indian Health Service and make a meaningful impact in Native communities. In this role, you will support vital healthcare operations that ensure patients receive timely, high-quality care. If you're looking for a rewarding career where your work directly supports patient services and community well-being, we encourage you to apply.

Duties

• Scanning, indexing, and filing of non-electronic medical and administrative information/forms.
• Maintains daily log of documents scanned, filed, and indexed.
• Responds to customer requests for information in a positive and efficient manner.
• Performs qualitative reviews on work performed by self and other scanned documents.

Total Compensation Package

Medical Records Technician Total Compensation | Pay (ihs.gov)

Requirements

Physical effort is expended through prolonged sitting, standing, walking, stooping, bending, kneeling, lifting, reaching and pushing carts, and climbing stairs and step stools and ladders.

This is a designated position covered by Public Law 101‑630, requiring contact or control over Indian children. Due to this requirement, the agency must ensure that persons hired for these positions have not been found guilty of or pleaded nolo contendere or guilty to certain crimes.

This is a competitive vacancy announcement advertised under Delegated Examining Authority. Selections made under this vacancy announcement will be processed as new appointments to the civil service. Current civil service employees would therefore be given new appointments to the civil service; however, benefits, time served, and all other Federal entitlements would remain the same.

Conditions of Employment

• Selectee may be subject to a probationary period.
• U.S. Citizenship is required.
• Selective Service Registration is required for males born after 12/31/1959.
• IHS Selectees whose duties and responsibilities require them to work permanently, temporarily, or occasionally in an IHS healthcare facility must comply with the IHS Employee Immunization Policy related to vaccine‑preventable diseases, consistent with recommendations for healthcare workers. Vaccine exemption requests may be available, as outlined in the IHS Employee Immunization Policy and facility guidance.
• Successfully pass the E‑Verify employment verification check. To learn more about E‑Verify, visit www.dhs.gov/E‑Verify.
• Work Schedule may include 24/7, holidays and weekend schedules.
• You will need to set up direct deposit so we can pay you.

Background Investigation Requirement

This position requires the successful completion of a federal background investigation as a condition of employment. Applicants must complete all required background investigation forms within five (5) calendar days of issuance. Timely completion is critical to avoid delays in processing or a determination of unsuitability. Applicants are strongly encouraged to prioritize this requirement and maintain regular communication with their assigned Personnel Security Specialist throughout the process.

Financial Suitability Requirement

This position requires a review of the applicant's financial history as part of the personnel security and suitability determination. Applicants must demonstrate financial responsibility, maintain good standing with creditors, and satisfy all legal financial obligations prior to applying. Individuals with substantial delinquent or unresolved financial obligations—including, but not limited to, delinquent federal or state tax liabilities, defaulted federal student loans, court‑ordered fines or fees, or child support arrears—may be deemed unsuitable for employment with the Indian Health Service. Prior to the appointment, candidates must present two valid forms of identification. If one of the documents is a state‑issued ID or driver's license, it must be REAL‑ID compliant.

Qualifications

To qualify for this position, your resume must state sufficient experience and/or education to perform the duties of the specific position for which you are applying. Experience includes paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; social). You will receive credit for all qualifying experience, including volunteer and part‑time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.

Minimum Qualifications

GS‑5

• 4 years of education above high school with creditable education related to the position being filled.

OR

GS‑5 – Experience

• 1 year of specialized experience equivalent to GS‑4 grade level: experience in health information management support functions, including reviewing medical records for completeness; preparing, scanning, indexing, and filing medical documentation into electronic health record systems; conducting quality control checks of scanned records; processing requests for release of information in accordance with Privacy requirements; maintaining medical record tracking logs; retrieving and archiving records; and communicating with healthcare providers and staff to ensure accurate and complete patient records.

OR

GS‑5 – Combining Education and Experience

• Equivalent combinations of successfully completed post‑high school education and experience may be used to meet total experience requirements at grades GS‑5 and below.

GS‑6

• 1 year of specialized experience equivalent to at least GS‑5 grade level. Examples of specialized experience for this grade level are identified by specialty below:

1. Managed the review, scanning, indexing, and maintenance of patient medical records within an electronic health record system while ensuring compliance with HIPAA and Privacy Act regulations.
2. Processed and fulfilled medical record requests from patients, providers, attorneys, insurance companies, and government agencies, ensuring proper authorization and documentation for release of information.
3. Conducted quality assurance audits of scanned medical records to verify image accuracy, completeness, and proper patient association, reducing document errors and improving record integrity.
4. Performed quantitative and qualitative analysis of medical records to identify missing documentation, obtain provider corrections, and maintain complete patient health records.

You must meet all qualification requirements by the respective cutoff day of rating to be eligible for consideration.

Education

There are no education requirements. However, if you are substituting education for experience: You are strongly encouraged to submit a copy of your transcripts or a list of your courses including titles, credit hours completed, and grades. Unofficial transcripts will be accepted in the application package. Official transcripts will be required from all selectees prior to receiving an official offer. Only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education may be credited. Applicants can verify accreditation at https://www.ed.gov/accreditation.

Reasonable Accommodation (RA) Requests

If you believe you have a disability covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire CompetencyBased Assessments. Decisions on requests for RA are made on a case‑by‑case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

Additional Selection

Additional selection(s) of candidates may be possible within 240 days from the date the certificate of eligibles was issued for this announcement.

Benefits

This position may be covered by a Bargaining Unit.

This position has promotion potential to the GS‑6 grade level. Promotion to the next grade level is at management's discretion and is based on your demonstrated ability to perform the higher level duties, the continuing need for the higher level duties, and regulatory/administrative approval. Promotion to the next higher grade level is not guaranteed and no promise of promotion is implied.

As part of the evaluation process, you will be asked to provide short essay responses (200 words or less each) to the following four questions:

• How has your commitment to the Constitution and the founding principles of the United States inspired you to pursue this role within the Federal government?
• In this role, how would you use your skills and experience to improve government efficiency and effectiveness?
• How would you help advance the President's Executive Orders and policy priorities in this role?
• How has a strong work ethic contributed to your professional, academic or personal achievements?
• Your responses are optional and will not be scored.
• However, they may be reviewed by hiring managers and agency leadership (or designees) during the evaluation process.
• You will be asked to certify that your responses are written in your own words and that you did not use a consultant or artificial intelligence (AI) tool (such as ChatGPT or Copilot).

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Federal Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits. Eligibility for benefits depends on the type of position you hold and whether your position is full‑time, part‑time or intermittent. Contact the hiring agency for more information on the specific benefits offered.