The MRT (ROI) reviews and processes requests for patient protected health information (PHI) and makes requests from Non-VA providers for patient protected health information (PHI). The incumbent also provides direct customer service to the Veteran (or third party), by providing copies of the Veteran's PHI, when a signed, written request is received, or upon the Veteran's valid authorization to a third party.

Duties

Major Duties: Responsible 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 first using established priority systems. Responsible for receipt of medical information and ability to appropriately disposition the information to the Veterans record and necessary clinical providers for action. Requires advanced customer service skills, specific knowledge and application of 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 referral for drug and/or alcohol abuse, Sickle Cell Anemia and infection with Human Immunodeficiency Virus (HIV); and ability to provide education on the regulations and laws during interactions with Veterans, VA partners, VISN and In network and out of Network community Vendors. Processes all incoming requests to the service for Release of Information (ROI) along with information required by the VA regional Office through the Automated Medical Information Exchange (AMIE) in consort with HIMS, 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 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. Searches records or files to compose responses, including electronic searches to retrieve and summarize hard0to-locate data. Locates materials that would verify information given. Resolves conflicting or inconsistent information received or found on initial requests. This involves dealing with patients and/or third parties to resolve discrepancies, sorting out errors and reconstructing past transactions, cases or events, or finding alternative sources of information. Replies to vague, incomplete, or ambiguous inquiries by independently recognizing issues, topics or problems. Participates as one of the services points of contact for VISN Health Information Exchange (VHIE). Works to solicit community partners for participation in VHIE. Tracks and identifies community partners status on service level spreadsheet. Works with the VISN 5 VHIE POC to identify provider gaps, requests for new entries, addresses any issues that arise regarding application and system issues with the VISN lead. Acts as a liaison for education with NON-VA community vendors. Performs other related duties as assigned. Work Schedule: Monday - Friday, 8:00 - 4:30pm Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: Medical Records Technician (ROI) GS-0675-4, GS-0675-5, GS-0675 6 Relocation/Recruitment Incentives: 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: One (1) year of creditable experience that indicates knowledge of medical terminology and general understanding of health records. Six months of the required one (1) 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/heath 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 (1) 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. Grade Determinations: GS-4 Medical Records Technician (ROI) None beyond basic requirements GS-5 Medical Records Technician (ROI) Experience: One (1) year of creditable experience equivalent to the next lower grade level (GS-4); 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 (KSAs): 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. GS-6 Medical Records Technician (ROI) Experience: One year of creditable experience equivalent to the next lower grade level, GS-5. Demonstrated Knowledge, Skills, and Abilities (KSAs): 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. Preferred Experience: Medical terminology, work in a healthcare setting, scanning documents. References: VA Handbook 5005, Part II, Appendix G58 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: This work is primarily sedentary.

Education

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

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 Martinsburg VA Medical Center 510 Butler Avenue Martinsburg, WV 25405 US
• Name: Carrie Trenary
• Phone: 304-268-7780
• Email: [email protected]