Located in Health Information Management Service (HIMS), Health Administration Service (HAS) at the Salt Lake City VA Medical Center. The Medical Records Technician - Release of Information (MRT-ROI) reviews, indexes, & processes requests for patient protected health information (PHI). The MRT - ROI 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.

Duties

*** This is an OPEN CONTINUOUS ANNOUNCEMENT and will remain open until March 15, 2024. The initial cutoff date for referral of eligible applications will be January 4, 2024. Eligible applications received after that date will be referred at regular intervals or as additional vacancies occur on an as needed basis until positions are filled. *** Evaluates 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 Greets veterans/visitor, assists them in determining exact nature of the request and whether the information requested can be released 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) 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 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 Social Security requests for health information using ROI software Downloads VISTA Imaging documents and ROI software documents onto a secure Network Drive Accesses the secured Social Security Web page and uploads the documents to the Web portal Transfers the confirmation codes to the ROI software package and closes the requests in both the ROI and Social Security packages Receives, Indexes, and assigns appropriate document type to health and administrative information, as assigned, for incorporation into the correct patient's record in the computerized patient records system (CPRS) Ensures all necessary health/administrative information is integrated into CPRS through Imaging software. After the indexing process is complete, the incumbent will conduct quality audits to ensure integrity of indexed images 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 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 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 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 Utilizes the computer to index records into an Electronic Medical Record (EMR), ensuring the proper treatment date, medical specialty and medical procedure type are recorded Work Schedule: Monday-Friday 8AM to 4:30PM Telework: Not Available Virtual: This is not a virtual position Functional Statement #: 56307A, 56308A, 56309A 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. English Language Proficiency: MRT - ROI's must be proficient in spoken and written English, as required by 38 U.S.C. § 7403(f). Experience and/or Education: Must have 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 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 An equivalent combination of creditable experience and education. 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. May qualify based on being covered by the Grandfathering Provision: All persons employed in VHA as a MRT - ROI on 12/10/2019 are considered to have met all qualification requirements for the grade held, including positive education and licensure/certification/ registration that are part of the basic requirements of the occupation. Employees who do not meet all the basic requirements in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply: Such employees in an occupation that does not require a licensure/certification/registration may be reassigned, promoted, or demoted within the occupation, but will not be promoted beyond the journey level or placed in supervisory or managerial positions. Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended, or be reappointed on a temporary or permanent basis, until they fully meet the basic requirements of the standard. Employees initially grandfathered into this occupation, who subsequently obtain additional education and/or licensure/certification/registration that meet all the basic requirements of this qualification standard, must maintain the required credentials as a condition of employment in the occupation. Grade Determinations: MRT - ROI GS4: Experience or Education: None beyond basic requirements. MRT - ROI GS5: Experience or Education: One year of creditable experience equivalent to the GS4 grade level OR 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). AND 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. MRT - ROI GS6: Experience: One year of creditable experience equivalent to the GS5 grade level AND 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. References: VA Handbook 5005/123, Part II, Appendix G58 The full performance level of this vacancy is GS6. The actual grade at which an applicant may be selected for this vacancy is in the range of GS4 to GS6. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address VA SALT LAKE CITY HCS 500 Foothill Drive Salt Lake City, UT 84148 US
• Name: MISTY CHESLEY
• Phone: 8015821565 X3747
• Email: [email protected]