MEDICAL RECORDS TECH (ROI)
- Abstracts and processes medical releases of information requests that pertain to the Privacy Act, the Freedom of Information Act (FOIA), and Health Insurance Portability and Accountability Act (HIPAA); requests for information from patient's medical records for release to appropriate facility, agency, physician, attorney and court pertaining to Tortfeasor (Third Party Liability) Worker's Compensation, Labor and Industries and subpoenas. - Screens and follows through on all incoming telephone calls from attorneys, insurance representatives, regarding legal cases and requests under the Privacy Act, referring only problem cases to the Supervisor. - Reviews and analyzes written and telephone requests to ascertain type of case to be developed. - Develops and prepares cases for release to Regional Counsel and other appropriate parties. Contacts attorneys when necessary to obtain additional information to develop the case. - Reviews paper and computerized medical records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and released. Reviews for completeness, signatures, etc. by reading and checking the request, ensuring information being released is limited to material requested and conforms to VA directives and policies. - Abstracts information from the medical record for referral to proper clinician for disclosure approval. - Reviews abstracted and photocopied/printed/written to electronic media information for completeness, signatures, etc., by reading material and checking request for information to ensure that material being released is limited to what has been requested, thereby ensuring no violation of patient's authorization. - 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. Processing must be accomplished within established time standards. - Accurately enters all requests into the Decision Support System (DSS) ROI software with necessary information for each request for medical 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. - Maintains files for all Privacy Act requests and subpoena cases alphabetically for all cases being developed, processed, or completed. - Compiles tort cases for the Regional Office. This requires extensive investigations to locate x-rays and medical records to compile a complete medical record. - Contacts all VAs requesting a Compact Disc (CD) of all photocopied/printed/written to electronic media information, including digital x-rays. Paper records are arranged in date order, numbered, and several exact copies made for the Regional Office. Computer records are downloaded to a CD including documents in the Veterans Health Information and Technology Architecture (VistA) Imaging. For cases going to trial, may include additional updates and coordination with the U.S. Attorney's Office. - Processes Social Security requests for medical information using DSS ROI software. Accesses secured Social Security Web page and uploads documents to the Web site. Transfers confirmation codes to the DSS ROI package and closes the requests in both the DSS and Social Security packages. - Downloads VistA Imaging documents and DSS ROI documents into a secured Shared Drive. - Composes and types all forms of correspondence to insurance companies, veterans, health care facilities, and other requesters. - Interviews veterans and insurance agents requesting information for Third Party Liability, Worker's Compensation, and Privacy Act cases for referral to Medical Cost Recovery and/or the Regional Counsel Office. - Evaluates the adequacy of each completed authorization form. - Screens each request for information to determine urgency and assures that most urgent requests are completed first using established priority systems. - Personally greets veterans/visitors and assists them in determining the exact nature of the request and whether the information requested can be released. - Navigates efficiently through the paper and electronic medical record to find needed information. - Understands and applies laws and regulations regarding confidentiality of health information (e.g., Privacy Act, Freedom of Information Act (FOIA), Health Insurance Portability and Accountability Act (HIPAA)). - Performs other related duties as assigned. Work Schedule:
Monday - Friday 8:
00am to 4:
30pm Financial Disclosure Report:
Not required 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. 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 (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). Grade Determinations:
a. Medical Records Technician (ROI), GS-4 (1) Experience or Education. None beyond basic requirements. b. Medical Records Technician (ROI), GS-5 Experience. One year of creditable experience equivalent to the next lower grade level; 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. In addition to the experience above, the candidate must demonstrate all of the following KSAs:
(a) 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.). (b) Knowledge of health record documentation guidelines and processes for disclosing protected health information. (c) Ability to manage priorities and coordinate work in order to complete duties within required timeframes, and the ability to follow-up on pending issues. (d) Knowledge of policies, procedures, laws, and regulations governing privacy and release of information. (e) Ability to communicate with individuals from various backgrounds to obtain the desired effect or gaining information by establishing rapport. c. 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. References:
VA Handbook 5005/123, Part II, Appendix G58; December 10, 2019 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:
The work performed is primarily sedentary, although some slight physical effort may be required.
Estimated Salary: $20 to $28 per hour based on qualifications.
Monday - Friday 8:
00am to 4:
30pm Financial Disclosure Report:
Not required 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. 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 (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). Grade Determinations:
a. Medical Records Technician (ROI), GS-4 (1) Experience or Education. None beyond basic requirements. b. Medical Records Technician (ROI), GS-5 Experience. One year of creditable experience equivalent to the next lower grade level; 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. In addition to the experience above, the candidate must demonstrate all of the following KSAs:
(a) 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.). (b) Knowledge of health record documentation guidelines and processes for disclosing protected health information. (c) Ability to manage priorities and coordinate work in order to complete duties within required timeframes, and the ability to follow-up on pending issues. (d) Knowledge of policies, procedures, laws, and regulations governing privacy and release of information. (e) Ability to communicate with individuals from various backgrounds to obtain the desired effect or gaining information by establishing rapport. c. 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. References:
VA Handbook 5005/123, Part II, Appendix G58; December 10, 2019 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:
The work performed is primarily sedentary, although some slight physical effort may be required.
- Department:
0675 Medical Records Technician - Salary Range:
$31,208 to $50,598 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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