Medical Records Technician- Release of Information

Summary

This position is in the Health Information Management (HIM) section at the VA Western Colorado 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 Veterans PHI - when a signed - written request is received - or upon the Veterans 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

• 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.
  
  

Duties

• Total Rewards of a Allied Health Professional Apply public laws - rules - regulations and exclusions governing confidentiality of the health record
• Processes all incoming requests to the facility for ROI along with information required by the VA Regional Office through the Automated Medical Information Exchange (AMIE) - referring only problem cases to the Supervisor
• 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 HIPAA
• Ensuring that proper authorization exists before release is made
• Processes the request to the requesting agency or individual
• Inputs all requests into the ROI 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
• Responds to questions from patients concerning services
• Provides advisory and technical assistance to patients - administrative staff and professional staff regarding release of information
• 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 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 responses to routine requests for release of patient information
• 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
• Replies to vague - incomplete - or ambiguous inquires by independently recognizing issues - topics - or problems
• Inquiries are usually presented by patients or third parties who are not sure what information they are looking for or do not know how to identify it by title
• Processes Social Security requests for health information using ROI software
• Downloads documents from the EHR - including scanned images - onto a secure Network Drive
• Accesses the secure Social Security Web page and uploads the documents to the Web portal
• Transfers the confirmation codes to the ROI software and closes the requests in both the ROI and Social Security software
• Completes and processes routine releases of information to other VA and Federal Agencies and when requested - 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
• Work Schedule: Monday-Friday 8am to 4:30pm Recruitment Incentive (Sign-on Bonus): Not Authorized
• Permanent Change of Station (Relocation Assistance): Not Authorized
• Pay: Competitive salary and regular salary increases
• 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: Not available
• Virtual: This is not a virtual position
• Functional Statement #: 53032-A - 53033-A - 53034-A Permanent Change of Station (PCS): Not Authorized.