Medical Records Technician (ROI)

U.S. Department of Veterans Affairs; Nashville (TN); On-site; USD 42,000 - 64,000; Full time

Job summary

U.S. Department of Veterans Affairs in Nashville, TN, is seeking a Medical Records Technician (ROI) to review and process requests for patient PHI within the HIM section of the Tennessee Valley Healthcare System.

The MRT (ROI) provides direct customer service by furnishing copies of PHI when properly authorized or on signed requests. The position emphasizes knowledge of health information management, privacy regulations, and release of information processes, supporting veterans and third parties

Qualifications

• Knowledge of health information management and PHI release.
• Familiarity with Privacy Act, FOIA, HIPAA requirements.
• Ability to follow documentation and release of information procedures.

Responsibilities

• Evaluate requests for release of information for accuracy and completeness.
• Screen requests to determine urgency and process priority.
• Assist veterans and/or third parties with PHI requests and provide documentation.
• Ensure information released complies with laws and authorized recipients.

Skills

Medical terminology

Privacy and release of information

Health record knowledge

Prioritization

Education

Associate's degree in health information technology/health information management

Bachelor's degree in health information management with 24 semester hours in relevant courses

Tools

AMIE system

Job description

Summary

This position is located in the Health Information Management (HIM) section in the Clinical Operations / Health Informatics Service at the Tennessee Valley Healthcare System. 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.

Summary

This position is located in the Health Information Management (HIM) section in the Clinical Operations / Health Informatics Service at the Tennessee Valley Healthcare System. 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

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
• United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy
• b
• 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: (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) c
• Grandfathering Provision
• All persons employed in VHA as a MRT (ROI) on the effective date of this qualification standard are considered to have met all qualification requirements for the grade held - including positive education and licensure/certification/ registration that are part of the basic requirements of the occupation
• Employees who do not meet all the basic requirements in this standard - but who met the qualifications applicable to the position at the time they were appointed to it - the following provisions apply: (1) Such employees in an occupation that does not require a licensure/certification/ registration may be reassigned - promoted - or demoted within the occupation - but will not be promoted beyond the journey level or placed in supervisory or managerial positions
• (2) Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended - or be reappointed on a temporary or permanent basis - until they fully meet the basic requirements of the standard
• (3) Employees initially grandfathered into this occupation - who subsequently obtain additional education and/or licensure/certification/registration that meet all the basic requirements of this qualification standard - must maintain the required credentials as a condition of employment in the occupation
• 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 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) Demonstrated Knowledge - Skills - and Abilities: 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
• Medical Records Technician (ROI) - GS-6 Experience: One year of creditable experience equivalent to the next lower grade level
• Demonstrated Knowledge - Skills - and Abilities: 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: The work is primarily sedentary
• There is walking - bending & reaching required such as for filing or locating material & carrying items such as reports - documents/supplies
• Entering data - word processing on a personal computer may result in physical problems from the effects of repetitive motion and eyestrain.

Duties

• The duties in this position are primarily advisory and technical in nature
• Incumbent is responsible for evaluating the adequacy of each completed authorization form
• The core duties of this position include but are not limited to: Incumbent is responsible for evaluating the adequacy of each completed authorization form
• Screens each request for information to determine urgency and assures that most urgent requests are completed first 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 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
• Evaluates validity of each request
• 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
• 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 directs callers and visitors
• 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
• 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
• Locates materials that would verify information given
• 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
• 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
• Work Schedule: Monday - Friday | 7:30 AM - 4:00 PM CST Telework: Ad Hoc Available Virtual: This is not a virtual position
• Relocation/Recruitment Incentives: 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) 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: Ad Hoc Available Virtual: This is not a virtual position
• Functional Statement #: 70867F Permanent Change of Station (PCS): Not Authorized