Medical Records Technician (Release of Information)

U.S. Department of Veterans Affairs; Cleveland (OH); On-site; USD 38,000 - 62,000; Full time

Job summary

The Cleveland VA Northeast Ohio Healthcare System is recruiting for a Medical Records Technician Release of Information (ROI). The Medical Record Technician will work in Health Information Management in the Business Office to process ROI requests and ensure compliance with governing laws.

Responsibilities include evaluating requests, applying laws, and coordinating releases to VA and external entities while assisting veterans and staff with ROI inquiries.

Qualifications

• Transcript required with application.
• Education/degrees recognized by U.S. Department of Education may be used to qualify for Federal employment.

Responsibilities

• Evaluate validity and adequacy of each ROI request and prioritize urgent ones.
• Screen information requests for urgency and process most urgent first using priority systems.
• Explain confidentiality laws and exclusions (Privacy Act, FOIA, HIPAA) as applicable.
• Process ROI requests via AMIE and refer complex cases to supervisor.
• Determine information to release and ensure proper authorization before release.
• Provide advisory assistance to patients, staff, and professionals regarding ROI.
• Prepare responses and organize information in standard formats for release.
• Coordinate releases to VA and Federal Agencies, patients, families, insurers, physicians, hospitals and agencies.

Education

Transcript submission

Education recognition by US DoE

Job description

Medical Records Technician (Release of Information)

• Department: Department of Veterans Affairs

The Cleveland VA Northeast Ohio Healthcare System is recruiting for a Medical Record Technician Release of Information (ROI). The Medical Record Technician (ROI) will function in Heath Information Management Section in the Business Office.

Key Responsibilities

The duties of the Medical Records Technician (ROI) include, but are not limited to: Responsible for evaluating the validity and adequacy of each release of information request. Screens each request for information to determine urgency and assures that most urgent requests are completed fist using established priority systems. Greets veterans/visitors and assists them in determining the exact nature of the request and whether the information requested can be released.

Applies 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 containing information regarding the treatment of or referral for drug and/or alcohol abuse, Sickle Cell Anemia and infection with Human Immunodeficiency Virus (HIV).

Processes 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), referring only problem cases to the Supervisor.

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) and ensures that proper authorization exists before release is made. 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.

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. 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. Resolves conflicting or inconsistent information found on initial requests.

This involves dealing with patients and/or third parties to resolve discrepancies, sorting out errors and reconstructing past transactions, cases or events, or finding alternative sources of information. Replies to vague, incomplete, or ambiguous inquires by independently recognizing issues, topics or problems.

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. Work Schedule: Monday - Friday, 8:00am - 4:30pm Compressed/Flexible: Not Available Virtual: This is not a virtual position.

Functional Statement #: 91761A (GS-4), 91762A (GS-5), 91763A (GS-6) Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Requirements & Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/.

If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $38017 – $61638/yr.

What is the application deadline?

Applications close on 2026-11-16.

Who is eligible to apply?

This position is open under the 'Fed Internal Search' hiring path.