Supervisory Medical Records Technician

U.S. Department of Veterans Affairs; Dublin (GA); On-site; USD 65,000 - 90,000; Full time

Job summary

U.S. Department of Veterans Affairs’ Carl Vinson VA Medical Center is seeking a Supervisory Medical Records Technician (ROI) to supervise the Release of Information unit within the Business Office.

The incumbent provides guidance to the HIM leadership on staffing and ROI performance to ensure timely, compliant health information release. Responsibilities include workload reporting, directing staff, developing policies and procedures, and serving as the primary liaison for complex legal requests,

Qualifications

• One year of creditable experience in medical terminology and health records.
• Six months of the required one year must include KSAs for ROI work.
• An associate's degree with 12+ semester hours in health information technology/health information management.
• Experience/education combination allowed per VA substitutions.
• May qualify under Grandfathering Provision for current VHA MRT ROI employees.

Responsibilities

• Supervise ROI staff and oversee workload distribution.
• Generate workload reports and monitor completion status.
• Ensure timely release of health records in accordance with policies and procedures.
• Develop policies, procedures, and performance standards; staff training and evaluation.
• Serve as liaison to regional counsels and other offices for complex legal requests.

Skills

Staff supervision

Workload analysis

Policy development

Staff training

Interpersonal skills

Education

Associate's degree in health information management or related field

Job description

Incumbent serves as supervisor and technical expert for the Release of Information Unit at Carl Vinson VA Medical Center in Business Office. Provides guidance and suggestions to the Chief, HIM and Assistant, Chief HIM regarding staffing needs and shortages within the ROI section. 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

• 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:
  • (1) 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,
  • (2) 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,
  • (3) 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-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).

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.

Grade Determinations

Supervisory Medical Records Technician (ROI)

GS-8

The supervisory MRT (ROI) is responsible for the supervision, administrative management, and direction of ROI staff at or below the journey level. They generate workload reports, distribute pending workload to staff, and monitor completion status. They ensure timely release of health records in accordance with policies and procedures. They ensure orientation and competency assessment of assigned staff is conducted. They develop policies and procedures, performance standards, position descriptions, and/or functional statements. They maintain interdepartmental relations with other services to accomplish medical center goals. The supervisory MRT (ROI) also serves as the primary point of contact, and will accurately process, and provide timely responses to complex medical legal requests, including, but not limited to, subpoenas, depositions, testimony, court orders for information from attorneys, courts, local law enforcement agencies, and/or public defenders. They serve as a liaison to Regional Counsels and U.S. Attorney's offices, for trial cases. They compile the legal health record and research and resolve conflicting or inconsistent information related to complex medical and legal requests.

(2) Demonstrated Knowledge, Skills, and Abilities.

In addition to the experience above, the candidate must demonstrate all of the following KSAs:

• (a) Ability to develop policy and provide workload analysis for release of information
• (b) Skill in interpersonal relations and conflict resolution.
• (c) Ability to provide or coordinate staff development and training.
• (d) Ability to provide the full range of supervisory duties, to include responsibility for assignment of work to be performed, performance evaluation, selection of staff, recommendations of awards, advancements, and disciplinary actions.

Preferred Experience

Candidate must have prior 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-8. The actual grade at which an applicant may be selected for this vacancy is the GS-8.

Physical Requirements

See VA Directive and Handbook 5019, Employee Occupational Health Service.