Medical Records Technician (Release of Information)

Summary

This position is located in the Health Information Management (HIM) section at the Jonathan M. Wainwright VA Medical Center. Release of Information (ROI) technicians disclose health information in accordance with all laws and regulations governing authorization and disclosure of health information.

Qualifications

This is an OPEN CONTINUOUS ANNOUNCEMENT and will remain open until September 30 - 2026. All eligible applicants will be reviewed and referred to the hiring manager at regular two-week intervals or as additional vacancies occur on an as-needed basis. To qualify for this position - applicants must meet all requirements within 30 days of the closing date of this announcement.

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.) English Language Proficiency
• MRTs (ROI) must be proficient in spoken and written English - as required by 38 U.S.C.
• 7403(f)
• 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)
• (COPY OF TRANSCRIPTS REQUIRED) 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 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
• (COPY OF TRANSCRIPTS REQUIRED) Grade Determinations: 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: (a) 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)
• (b) 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
• (c) Ability to apply policies - procedures - laws - and regulations governing privacy and release of information to process requests for release of information
• (d) Ability to research and solve difficult questions related to release of health information in an accurate and timely manner
• 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)
• 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. Physical Requirements: There are no physical requirements for this occupation per OCHCO Communications email to VA Handbook 5019 - updated on 4/17/2026.
  
  

Duties

• This is considered the full performance level for Release of Information (ROI) technician positions
• The duties in this position are primarily advisory and technical in nature
• Evaluates the adequacy of each completed authorization form
• Screens each request for information to determine urgency and assures that most urgent requests are completed fist using established priority systems
• Applies public laws - rules - regulations and exclusions governing confidentiality of the medical record - including the Privacy Act - Freedom of Information Act and 38 U.S.C. 7332
• 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
• 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) to identify material to be photocopied/printed/written to electronic media and released
• 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
• Replies to vague - incomplete - or ambiguous inquires by independently recognizing issues - topics or problems
• Processes Social Security requests for health information using ROI software
• Downloads VistA Imaging documents and ROI software documents onto a secure Network Drive
• Accesses the secured Social Security Web page and uploads the documents to the Web portal
• Transfers the confirmation codes to the ROI software package and closes the requests in both the ROI and Social Security packages
• Completes and processes routine ROI 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
• Work Schedule: Monday-Friday - 8am-4:30pm Recruitment/Relocation Incentive: 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
• 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: Available - Ad-hoc only Virtual: This is not a virtual position
• Functional Statement #: 000000 Permanent Change of Station (PCS): Not Authorized