This position is located in the Health Information Management (HIM) section at the Central Texas Veterans Healthcare System (CTVHCS) in Temple, Texas.

Duties

Major duties include, but are not limited to: The incumbent 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). Processes medical legal releases of information to attorneys and courts pertaining to Tort Feasor (Third Party Liability), Workman's Compensation, Labor and Industries and subpoenas. Screens and follows through on all incoming telephone calls from attorneys and 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. Maintains files for all Privacy Act requests and subpoena cases for all cases being developed, processed or complete. Compiles tort cases for the Regional Office. This requires extensive investigations to track down x-rays and health records to compile a complete health record. Contacts all VA's to have them make a CD of all of the photocopied/printed/written to electronic media information, including digital x-rays. All paper health records are arranged in date order, numbered and several exact copies made for the Regional Office. All computer health records are downloaded to a CD including documents in VistA Imaging. For cases going to trial, this may include additional updates and coordination with the US Attorney's Office. Interviews veterans and insurance agents requesting information for Third Party Liability, Workman's Compensation, and Privacy Act cases for referral to Medical Cost Recovery and/or the Regional Counsel's Office. 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, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and released. Employee 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. Work Schedule: Monday - Friday; 7:30 a.m. - 4:00 p.m. or 8:00 a.m. - 4:30 p.m. Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: 000000 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

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. 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. Physical Requirements. See physical requirements listed below. English Language Proficiency. Medical Records Technicians (ROI-Legal) must be proficient in spoken and written English, as required by 38 U.S.C. § 7403(f). 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). Medical Records Technician (ROI-Legal), GS-7 Grade Determination: Experience. One year of creditable experience equivalent to the next lower grade GS-6 level. Specialized experience includes: 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. Assignment. For all assignments above the journey level, the higher-level duties must consist of significant scope, complexity (difficulty), range of variety, and be performed by the incumbent at least 25% of the time. MRTs at this grade level will serve as the sole point of contact, and accurately process and timely respond to complex medical legal requests, including, but not limited to, subpoenas, depositions, testimony, tortfeasor (Third Party Liability), Workers' Compensation, Labor and Industries, and court orders for information from attorneys, courts, local law enforcement agencies, public defenders, or insurance agencies. They serve as a liaison to Regional Counsels and U.S. Attorney's offices, for trial cases. They review and analyze requests to ascertain the type of case to be developed. MRTs (ROI -Legal) ensure all disclosures are made in compliance with existing policies, procedures, guidelines, laws, and regulations. They ensure that information released is limited to what is specifically authorized and to the person or agency designated to receive it. They maintain the accounting of disclosures for all leg al cases. MRTs (ROI-Legal) compile the legal health record and provide advisory and technical assistance to patients and internal and external stakeholders pertaining to medical legal requests. They extensively research and resolve conflicting or inconsistent information related to complex medical legal requests. 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. (b) Ability to apply laws and regulations related to the disclosure of health information (e.g., Privacy Act, Freedom of Information Act, HIPAA, and 38 U.S.C. § 7332, Confidentiality of Certain Medical Records). (c) Ability to investigate the contents of paper and electronic health records and systems that contain health information to compile the legal health record based on existing standards and requirements. Preferred Experience: 1+ years experience working in Release of Information 1+ years experience with electronic medical records Medical terminology Organizational skills Ability to work under pressure/multitask. Phone etiquette Customer service skills References: VA Handbook 5005 Part II Appendix G58 Medical Records Technician (Release of Information) Qualification Standard GS-0675, dated December 10, 2019. The full performance level of this vacancy is GS-7. Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds; Reaching above shoulder; Use of fingers; and, Hearing (aid permitted).

Education

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

NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application.

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 VA Central Texas Health Care System 1901 Veterans Memorial Drive Temple, TX 76504 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]