The medical record technician works in the release of information section of Health Information Management Service, Erie VA Medical Center, under the supervision of the Health Information Management Chief. Occupation involves technical work concerned with processing and maintenance of medical records releases/authorizations and requires practical knowledge of human anatomy, physiology, medical terminology, and legal requirements of the medical record.

Duties

Work Schedule: Monday-Friday 8:00 am - 4:30 pm Functional Statement #: Medical Records Technician (ROI), T38 Hybrid - GS-0675-04T6 Appendix G58 Major Duties Include but not limited to: Abstracts and processes medical releases' of information requests that pertain to the Privacy Act, the Freedom of Information Act and Health Insurance Portability and Accountability Act 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. 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. Reviews paper and computerized medical records to identify material to be photocopied/printed/written to electronic media and released. Reviews information to be released for completeness, signatures, etc., ensuring that 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. 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 and within established time standards. Accurately enters all requests into the DSS ROI software with necessary information. Scans all signed releases into Computerized Patient Record System. 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 for all cases being developed, processed or completed. Compiles tort cases for the Regional Office, to include investigations to track down x-rays and medical records to compile a complete medical record. Contacts all VA's have them make a CD of all of the photocopied/printed/written to electronic media information, including digital x-rays. All paper records are arranged in date order, numbered and several exact copies made for the Regional Office. All computer 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. Processes Social Security requests for medical information using DSS ROI software. Downloads VistA Imaging documents and DSS ROI documents into a secured H Drive. Accesses the secured Social Security Web page and uploads the documents. Transfers the confirmation codes to the DSS ROI package and closes the requests in both the DSS and Social Security packages. 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, Workman's Compensation, and Privacy Act cases for referral to Medical Cost Recovery and/or the Regional Counsel's Office. The duties in this position are primarily advisory and technical in nature. Incumbent is 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 fist using established priority systems. Compressed/Flexible:Not Authorized Telework: Ad hoc telework at supervisory discretion (to be discussed during interview) Virtual: This is not a virtual position. 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). 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. Grade Determinations: Medical Records Technician (ROI), GS-4 (1) Experience or Education. None beyond basic requirements. Medical Records Technician (ROI), GS-5 (1)Experience. One year of creditable experience equivalent to the next lower grade level; 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 requesters. 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. OR, (2) 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 minimumof 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). AND (3) 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. Medical Records Technician (ROI), GS-6 (1) Experience. One year of creditable experience equivalent to the next lower grade level. Interpret, and analyze laws and regulations related to the disclosure of health information. MRTs (ROI) are responsible for educating requestors on requirements for submitting requests for health information. Receive and validate authorization forms and requests for information and prioritize requests according to policies and regulations. Use 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 the 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. AND (2) 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 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: 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.

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 Erie VA Medical Center 135 East 38th Street Erie, PA 16504 US
• Name: Margie Brooks
• Phone: (412) 822-1090
• Email: [email protected]