Medical Records Technician (Release of Information)

U.S. Department of Veterans Affairs; Saint Cloud (MN); On-site; USD 42,000 - 62,000; Full time

Job summary

U.S. Department of Veterans Affairs in St. Cloud, MN seeks a Medical Records Technician (ROI) to review and process requests for patient PHI and provide direct customer service to Veterans and authorized third parties.

The role requires knowledge of medical terminology, privacy laws, and efficient handling of health information. Responsibilities include processing ROI requests via AMIE, ensuring compliance with Privacy Act, FOIA, and HIPAA, and producing clear written responses.

Qualifications

• One year of creditable experience or education as specified for MRT (ROI).
• Knowledge of medical terminology and health records; familiarity with privacy and release of information rules.

Responsibilities

• Provide copies of Veteran's health information upon signed requests or valid authorizations.
• Process ROI requests and evaluate their validity under applicable laws (HIPAA, FOIA, Privacy Act).
• Respond to callers/visitors and compose routine responses for release of information.

Skills

Medical terminology

Privacy regulations

Customer service

Health information management

Education

Associate degree in health information technology/health information management

Bachelor's degree in health information management

Tools

AMIE

Release of Information software

Microsoft Word / Excel

Job description

Summary

This position is located in the Health Information Management (HIM) section at the St. Cloud Minnesota VHA Medical Center. 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.

Qualifications

Basic Requirements:

• United States 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.) 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 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 Experience or Education
• None beyond basic requirements
• Medical Records Technician (ROI) - GS-5 Experience
• One year of creditable experience equivalent to the next lower grade level
• OR - 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)
• AND 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 Experience
• One year of creditable experience equivalent to the next lower grade level
• AND 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: Computer experience with excel and word documents - customer service experience and Release of Information 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 GS-4. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-4 to
• GS-6. Physical Requirements: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position
• Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination.

Duties

• Total Rewards of a Allied Health Professional The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers
• This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest
• As an employee operating in a Whole Health System of care - you will operate in a model with three core elements - seeking to create a personalized health plan for each Veteran
• This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community
• This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being
• Major duties include but are not limited to: Provides direct customer service to the Veteran - their Personal Representative or third party by providing copies of the Veteran's health information when a signed - written request is received or upon the Veteran's valid authorization to a third party
• Applies public laws - rules - regulations and exclusions governing confidentiality of the health record
• 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)
• Evaluates validity of each request
• Determines which information is to be released in compliance with existing laws - such as the Privacy Act of 1974 - Freedom of Information Act (FOIA) - and HIPAA
• Receives and directs callers and visitors
• 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
• Composes responses to routine requests for release of patient information
• 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
• Processes Social Security requests for health information using ROI 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
• Work Schedule: Monday-Friday 8:00am-4:30pm Recruitment/Relocation Incentives (Sign-on Bonus): Not Authorized
• Permanent Change of Station (Relocation Assistance): Not Authorized
• Pay: Competitive salary and regular salary increases
• When setting pay - a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Rate of the Grade)
• Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave - 13 days of sick leave - 11 paid Federal holidays per year) Selected applicants may qualify for credit toward annual leave accrual - based on prior [work experience] or military service experience
• 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 #: 000000 Permanent Change of Station (PCS): Not Authorized.