Medical Records Technician - Release of Information

VA Detroit; Salt Lake City (UT); On-site; USD 36,000 - 59,000; Full time

Job summary

A leading company in veteran healthcare is seeking a Medical Records Technician to facilitate the processing of health information requests. The role involves evaluating request forms, ensuring compliance with legal standards, and providing excellent customer service. Ideal candidates should have experience in health information management and the ability to communicate effectively with veterans.

Qualifications

• One year of experience with health records and medical terminology.
• Proficiency in written and spoken English is required.

Responsibilities

• Responsible for processing requests for protected health information.
• Evaluates request forms for adequacy and urgency.
• Provides customer service to veterans regarding their health information.

Skills

Medical Terminology

Customer Service

Attention to Detail

Education

Associate degree in Health Information Technology

Job description

Medical Records Technician - Release of Information

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Medical Records Technician - Release of Information

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Summary

The MRT-ROI reviews, processes & indexes requests for protected health information (PHI). Provides direct customer service to Veterans (or third party), by providing copies of the Veteran's PHI, when a signed, written request is received. Must possess expertise in all applicable Federal laws, rules, & regulations regarding release of health information & disclose health information in accordance with all laws & regulations governing authorization & disclosure of health information.

Summary

The MRT-ROI reviews, processes & indexes requests for protected health information (PHI). Provides direct customer service to Veterans (or third party), by providing copies of the Veteran's PHI, when a signed, written request is received. Must possess expertise in all applicable Federal laws, rules, & regulations regarding release of health information & disclose health information in accordance with all laws & regulations governing authorization & disclosure of health information.

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Duties

• This is an OPEN CONTINUOUS ANNOUNCEMENT and will remain open until August 15, 2025. The initial cutoff date for referral of eligible applications will be June 23, 2025. Eligible applications received after that date will be referred at regular intervals or as additional vacancies occur on an as needed basis until positions are filled. ***
  
  

The duties in this position are primarily advisory and technical in nature.

• Responsible for evaluating the adequacy of each completed authorization form
• Screen each request for information to determine urgency and assure that most urgent requests are completed first using established priority systems
• Greet veterans/visitors, assists them in determining the exact nature of the request and whether the information requested can be released
• Apply public laws, rules, regulations and exclusions governing confidentiality of the health record
• Process all incoming requests to the facility for ROI along with information required by the VA Regional Office through the Automated Medical Information Exchange (AMIE) or the electronic health record (EHR)
• Evaluate the validity of each request & determine which information is to be released in compliance with existing laws
• Receive and/or gives out forms and assists visitors and/or callers with the completion of forms or documents
• Provide advisory and technical assistance to patients, administrative staff, and professional staff regarding release of information
• Search records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate data
• Compose responses to routine requests for release of patient information
• Select and compile information from health records and prepares correspondence, typically using standard form or standard formats for letters
• Ensure the information released is limited to what is specifically authorized and to the person or agency designated to receive it
• Compose detailed explanations in response to correspondence received
• Resolve conflicting or inconsistent information found on initial requests
• Reply to vague, incomplete, or ambiguous inquires by independently recognizing issues, topics, or problems
• Process Social Security requests for health information using ROI software
• Complete and process routine release 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
• Receive, index, and assign appropriate document type to health and administrative information, as assigned, for incorporation into the correct patient's record in the computerized patient records system (CPRS)
• Receive incoming documentation from professional, technical, and administrative personnel in all levels of operating elements
• Ensure all necessary health/administrative information is integrated into CPRS through Imaging software
• Perform other duties as required or assigned and must be flexible to undertake a variety of miscellaneous duties as assigned by the Supervisor
  
  

Work Schedule: Monday-Friday 8AM to 4:30PM

Telework: May be available on an ad-hoc basis as determined by the agency policy.

Virtual: This is not a virtual position.

Functional Statement #: 56307A, 56308A, 56309A

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

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Requirements

Conditions of Employment

• You must be a U.S. Citizen to apply for this job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• You may be required to serve a probationary period.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
  
  

Qualifications

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.

English Language Proficiency: MRTs (ROI) must be proficient in spoken and written English, as required by 38 U.S.C.

• 7403(f).
  
  

Experience and/or Education: 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

Have 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

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.
  
  

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:

GS 4 MRT (ROI):Experience or Education: None beyond basic requirements.

GS 5 MRT (ROI):Experience: One year of creditable experience equivalent to the next lower grade level (GS4)

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).

Demonstrated Knowledge, Skills, and Abilities (KSAs): In addition to the experience above, the candidate must demonstrate all of the following KSAs:

• 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.).
• 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 MRT (ROI):Experience: One year of creditable experience equivalent to the next lower grade level GS5.

Demonstrated Knowledge, Skills, and Abilities (KSAs): In addition to the experience above, the candidate must demonstrate all of the following KSAs:

• 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).
• 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/.

The full performance level of this vacancy is GS 6. 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: See VA Directive and Handbook 5019, Employee Occupational Health Service.

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/.

Additional information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

This job opportunity announcement may be used to fill additional vacancies.

This position is in the Excepted Service and does not confer competitive status.

VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

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• Help Help 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. Opens in a new windowLearn more about federal benefits.
  
  

Review our 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.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

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Required Documents

To apply for this position, you must provide a complete Application Package which includes:

• Resume
  
  

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.

• Cover Letter
• DD-214/ Statement of Service
• Disability Letter (VA)
• Other
• Resume
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript
  
  

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

Veterans' preference does not apply for internal or other current permanent Federal agency employees.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Health Care Provider

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