MEDICAL RECORDS TECH (ROI)

Summary

This position is located in the Health Information Management (HIM) section at the Durham VA Health Care 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.

Duties

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The duties include, but are not limited to:

GS-4

• Employees at this level serve in entry level MRT (ROI) position and receive close supervision and support from more experienced ROI staff members.
• MRTs (ROI) receive and validate authorization forms and requests for information, and prioritize requests per policies and regulations.
• Use various computer applications to track and release all authorized ROI requests.
• Process and release health information to authorized first- and third-party requestors
• MRTs (ROI) initiate and maintain the accounting of disclosure for all records disclosed from a Privacy Act system of records.
• Ensure compliance with policies, procedures, laws, and regulations governing privacy and release of information.
  
  

GS-5

• Employees at this grade level serve in developmental positions as MRTs (ROI) and receive guidance from more experienced staff members for complex release of information procedures.
• Receive and validate authorization forms and requests for information and prioritize requests according to policies and regulations.
• Utilize various computer applications to track and release all authorized release of information requests.
• Process and release health information to authorized first- and third-party requestors.
• Initiate and maintain accounting of disclosure for all records disclosed from a Privacy Act system of records.
• Communicate with internal and external stakeholders to provide technical expertise regarding the release of information process.
• Ensure compliance with policies, procedures, laws, and regulations governing privacy and release of information.
  
  

GS-6 :This is considered the journey level for MRT (ROI) positions.

• Employees at this level apply, interpret, and analyze laws and regulations related to the disclosure of health information.
• MRTs (ROI) are responsible for educating requestors on requirements for submitting requests for health information.
• receive and validate authorization forms and requests for information and prioritize requests according to policies and regulations.
• use various computer applications to track and release all authorized release of information requests.
• MRTs (ROI) process and release health information to authorized first- and third-party requestors.
• They initiate and maintain the accounting of disclosure for all records disclosed from a Privacy Act system of records.
• They communicate with internal and external stakeholders to provide technical expertise regarding the release of information process.
• They ensure compliance with policies, procedures, laws, and regulations governing privacy and release of information.
  
  

Work Schedule: M-F 8:00am-16:30pm

Telework: Ad-hoc

Functional Statement #:00000

Relocation/Recruitment Incentives: Not Authorized

Requirements

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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 trial 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.
• Must pass pre-employment physical examination.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
  
  

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

• 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. 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 Experience Or Education. None Beyond Basic Requirements.

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- 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.
  
  

GS-5 Experience. One year of creditable experience equivalent to the next lower grade level

One year of creditable experience equivalent to the next lower grade level of a GS-4

For GS-4 Some duties include, but are not limited to:

Employees at this level serve in entry level MRT (ROI) position and receive close supervision and support from more experienced ROI staff members. MRTs (ROI) receive and validate authorization forms and requests for information, and prioritize requests per policies and regulations. They use various computer applications to track and release all authorized ROI requests. They process and release health information to authorized first- and third-party requestors. MRTs (ROI) initiate and maintain the accounting of disclosure for all records disclosed from a Privacy Act system of records

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).
  
  

GS-6 Experience. One year of creditable experience equivalent to the next lower grade level.

One year of creditable experience equivalent to the next lower grade level of a GS-5

For GS-5 Some duties include, but are not limited to:

Employees at this grade level serve in developmental positions as MRTs (ROI) and receive guidance from more experienced staff members for complex release of information procedures. They receive and validate authorization forms and requests for information and prioritize requests according to policies and regulations. They utilize various computer applications to track and release all authorized release of information requests. They also process and release health information to authorized first- and third-party requestors.



Preferred Experience: Health information management and medical record experience; Experience applying public laws, rules, regulations, and exclusions governing confidentiality of the medical record including HIPPA, Privacy Act, and Freedom of Information Act



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.

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

• 7403(f).
  
  

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/.**Transcipts are required to receive education credit**

Knowledge, Skills and Abilities:

GS-5 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.
  
  

GS-6 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.
  
  

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.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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