Medical Records Technician (ROI)

Veterans Health Administration

Town of Middleton (WI)

On-site

USD 43,000 - 60,000

Full time

3 days ago

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Job summary

Veterans Health Administration is seeking an ROI technician at the Middleton VA hospital to review and process requests for patient health information under applicable laws. You will log requests, assist visitors, and ensure accurate release of information per Privacy Act, FOIA, and HIPAA guidelines.

The role requires handling paper and electronic records, composing explanations, and coordinating with federal agencies as needed. Telework is ad-hoc and not remote.

Qualifications

Transcript must be submitted with your application if qualification relies on education.
Only education or degrees from accredited institutions may be used.
If using foreign education, include a Certificate of Foreign Equivalency.
Additional information under the Fair Chance Act applies to the process.

Responsibilities

Processes all incoming ROI requests for the facility and AMIE as required.
Evaluates validity of each request and determines release in line with laws.
Enters all requests into ROI software for logging and tracking.
Receives and directs callers and visitors and assists with forms.
Reviews health records to identify material to be released.
Composes explanations in responses and arranges information clearly.

Skills

ROI software

HIPAA compliance

FOIA requests

PHI handling

Customer service

Education

Transcript required for education-based qualifications

Certificate of Foreign Equivalency

Tools

AMIE

Job description

Department: Department of Veterans Affairs

This position is located in the Health Information Management (HIM), 3220 Deming Way, at the Wm. S. Middleton Memorial Veterans Hospital. The Release of Information (ROI) technicians reviews and processes requests for patient protected health information (PHI,) in accordance with all applicable Federal laws, rules, and regulations regarding release of health information.

Key Responsibilities

DUTIES:

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).
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 Health Insurance Portability and Accountability Act (HIPAA).

Inputs all requests into the ROI computer software 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.
Searches records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate data.

Reviews paper and electronic health records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/ printed/written to electronic media and released.
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.

Accurately enters all requests into the ROI software with necessary information for each request for health information.
Completes necessary transactions for deposit of money collected from subpoenas, legal fees, and processing fees for release of information to individuals and insurance companies.

Work Schedule: Monday-Friday, 8:00am to 4:30pm Telework: Ad-hoc. This is not a remote position. Virtual: This is not a virtual position.

Functional Statement #: GS-04 09821F, GS-05 09822F, GS-06 09823F. Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (Relocation Assistance): Not authorized

Requirements & Education

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 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.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), 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 Competency Based 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.

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 $43034 – $60303/yr.

Is this position remote or telework eligible?

This position is eligible for telework.

What security clearance is required?

This position requires a Other security clearance.

What is the application deadline?

Applications close on 2026-10-16.

Who is eligible to apply?