This position is located within the Medical Administration Service of the St. Joseph County VA Health Care Center and reports to the Supervisory MSA. Release of Information (ROI) technicians disclose health information in accordance with all laws and regulations governing authorization and disclosure of health information.

Duties

This announcement is open to current permanent employees of VANIHCS and current permanent employees of Department of Veteran's Affairs nationwide. Per AFGE Master Agreement: First area of consideration will go to qualified current permanent employees of VA Northern Indiana Health Care System. Second area of consideration will go to all other qualified current permanent employees of Department of Veteran's Affairs. Third and final area of consideration will go to all other qualified public applicants. The duties in this position are primarily advisory and technical in nature. Maintains responsibility for evaluating 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. Personally greets veterans /visitor, assists them in determining the exact nature of the request and whether the information requested can be released. 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 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). Processes 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). 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 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 verifies information given. Reviews 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. 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. 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 secure Social Security Web page and uploads the documents to the Web portal. Transfers the confirmation codes to the ROI software package and closes the request(s) in both the ROI and Social Security packages. 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. Accurately enters all requests into the ROI software with necessary information for each request for health 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. Work Schedule: Monday - Friday 8:00 a.m. - 4:30 p.m. Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: 91239-O; 91240-O; 91241-O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

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 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). Transcripts required. OR, Experience/Education Combination. Equivalent combinations of creditable experience and education are qualifying towards meeting basic experience requirements. Transcripts required. 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. Creditable Experience. Experience is only creditable if it is paid or non-paid employment directly related to the position to be filled, or in a related field such as medical support assistants, ward clerks, health record file room/scanning technicians, incomplete health record analysis, medical coding, or other positions that included knowledge of the content and use of health records. To be creditable, the candidate's experience must have demonstrated the use of knowledge, skills, and abilities associated with current release of information practice. Quality of Experience. To be creditable, experience must be documented on the application or resume, and verified through an employment reference or other independent means. Part-Time Experience. Part-time experience as a professional MRT (ROI) is creditable according to its relationship to the full-time workweek. For example, a MRT (ROI) would receive one week of full-time credit for each two weeks of half-time work. Grade Determinations: Medical Records Technician (ROI), GS-4 Experience or Education. None beyond basic requirements (see above) Medical Records Technician (ROI), GS-5 Experience. One year of creditable experience equivalent to the next lower grade level. This may include, but is not limited to; 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. 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). Transcripts required. 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. Medical Records Technician (ROI), GS-6 Experience. One (1) full year of creditable experience equivalent to the next lower grade level. This experience may include, but is not limited to; 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 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. References: VA Handbook 5005/123, Part II, Appendix G58The full performance level of this vacancy is GS-06. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-04 to GS-06. Physical Requirements: Physical Requirements. See VA Directive and Handbook 5019, Employee Occupational Health Service.

Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Transcripts must be official or unofficial college transcripts. A copy of your certificate/degree or screenshot of your current classes are not a replacement of your transcript and they will not be used in the qualifying process. Your transcript must include your name and the name and full address of the institution.

If the position has an education requirement or you are qualifying based on education, you need to list your education history including the type of degree and your major of study. If the position requires a certain number of credit hours, you are strongly encouraged to list the relevant courses in your resume.

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Northern Indiana HCS 1700 East 38th Street Marion, IN 46953 US
• Name: Holli Walker
• Phone: 832-350-4150
• Email: [email protected]