Medical Records Technician (ROI)

Job Details

Position Overview

Duties

• Processing all incoming requests to the facility for Release of Information (ROI)
• Evaluating validity of each request; determining 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)
• Receiving and directing callers and visitors
• Providing advisory and technical assistance to patients, administrative staff and professional staff regarding release of information
• Ensuring the information released is limited to what is specifically authorized and to the person or agency designated to receive it

• Applying 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 governing the release of records containing information regarding the treatment of or referral for drug and/or alcohol abuse, Sickle Cell Anemia and infection with Human Immunodeficiency Virus (HIV)
• Processing all incoming requests to the facility for Release of Information (ROI) along with information required by the VA Regional Office through the Automated Medical Information Exchange (AMIE)
• Reviewing paper and computerized health records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and released
• Selecting and compiling information from health records and prepares correspondence, typically using standard form or standard formats for letters
• Completing and processing 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

• Communicating with internal and external stakeholders to provide technical expertise regarding the release of information process
• Applying, interpreting, and analyzing laws and regulations related to the disclosure of health information
• Balancing and coordinating medical record management/documentation to meet Federal and VA regulations, as well as goals of external accrediting bodies i.e. JCAHO, CARF, and others
• Processing all incoming requests to the facility for Release of Information (ROI) along with information required by the VA Regional Office through the Automated Medical Information Exchange (AMIE), referring only problem cases to the Supervisor
• Replying 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

Qualifications & Requirements

• United States Citizenship: Must be a US Citizen.
• 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) - 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.

• Experience or Education. None beyond basic requirements.

1. 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.).
2. Knowledge of health record documentation guidelines and processes for disclosing protected health information.
3. Ability to manage priorities and coordinate work to complete duties within required timeframes, and the ability to follow-up on pending issues.
4. Knowledge of policies, procedures, laws, and regulations governing privacy and release of information.
5. Ability to communicate with individuals from various backgrounds to obtain the desired effect or gain information by establishing rapport.

• 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.

Education

Requirements

• You must be a U.S. Citizen to apply for this job.
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• 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 identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Must pass pre-employment physical evaluation/examination.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Evaluations

Required Documents

• Résumé/CV: For each job/position listed, you must include a job title, detailed duties, month and year for each start/end date and if full-time or part-time status with the number of hours worked each week.
• SF-50: All VA/Federal employees should submit a copy of their most recent SF-50 (NOT an award SF-50) that shows they are a current, permanent VA/Federal employee. VA employees may get their SF-50 directly from: https://eopf.opm.gov/va/. Other federal employees must contact their current HR Office for assistance accessing their eOPF/personnel folder.
• Responses to the questionnaire
• Transcript(s): Must provide a copy of all educational transcripts if you are using education to qualify for this position.

How to Apply

1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
2. Click Submit My Answers to submit your application package.