This position is located in the Health Information Management (HIM) section of the Health Administration Service Line at VA Puget Sound Health Care System Releases of Information (ROI) technicians disclose health information in accordance with all laws and regulations governing authorization and disclosure of health information.

Duties

Duties include, but are not limited to: Must be able to multitask with an attention to detail and be well organized. Prioritizes and processes incoming requests received through the mail and/or fax; 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; for information from patients Medical Records for release to appropriate facility, agency or physician. Screens and follows through on all incoming telephone calls from attorneys, insurance representatives, regarding legal cases and requests under the Privacy Act. Reviews and analyzes written and telephone requests to ascertain type of case to be developed. Reads and abstracts medical and other information from paper records, the computerized medical record (CPRS), DSSROI and VistA Imaging using basic knowledge of medical terminology, anatomy and pathophysiology to identify and assure only the minimum amount of information will be released. Acts as a release of information receptionist. Professionally greets veterans /visitor, assists them in determining the exact nature of the request and whether the information requested can be released. Informs Veterans about the benefits of signing up for MyHealtheVet (MHV.) Assist the Veteran with 'In Person Authentication (IPA)', using MHV software, making sure that the appropriate Veteran is given access to the right information. Coordinates with the MyHealtheVet Coordinator. Screens each request for information to determine urgency and assures that most urgent requests are completed fist using established priority systems. Accurately enters all requests into the DSS ROI software with necessary information for each request for medical information. Forwards subpoenas to the Facility Privacy Officer for processing. Reviews medical records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and released. Evaluates the adequacy of each completed authorization request, reviews information to be released for completeness, signatures, etc., ensuring that information being released is limited to material requested and conforms to VA directives, laws, regulations and medical center policies. Abstracts information from the medical record for referral to proper Chief of Clinical Service or Chief Medical Officer for disclosure approval. Reviews abstracted and photocopied/printed/written to electronic media information for completeness, signatures, etc., by reading material and checking request for information to ensure that material being released is limited to what has been requested, thereby ensuring no violation of patient's authorization. Interprets and adapts health information guidelines when completing and processing requests from other VA and Federal Agencies, patients and their families, insurance representatives, physicians, hospitals, and city and state health agencies according to VA directives. Completes request processing within established time standards (20 Days from the date it is time date stamped into the office). Processes Social Security requests for medical information using DSS ROI and SSA software. Accesses the secured Social Security Web page and uploads the documents to the Web site. 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 not found in the DSS ROI software to insurance companies, veterans, health care facilities, and other requesters. Prepares correspondence for review and signature by the Supervisor. 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. Completes necessary transactions for deposit of money collected from, legal fees, and processing fees for release of information to individuals and insurance companies. Creates bills for attorneys, insurance companies and all third-party requests using the DSS ROI software. All payments received are entered into the DSS billing software and forwarded to the Agent cashier for input into the Puget Sound's fiscal spreadsheet for processing. Work Schedule: 8AM - 4:30PM, Monday - Friday Telework: Available (Ad-hoc) Virtual: This is not a virtual position. Functional Statement #: 00000 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement. 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: Citizenship. Be a citizen of the United States. (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with chapter 3, section A, paragraph 3g, of this part.) 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: (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. 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). Grade Determinations: Medical Records Technician (ROI), GS-4 Experience or Education. None beyond basic requirements. Medical Records Technician (ROI), GS-5 Experience. One year of creditable experience equivalent to the next lower grade level; 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: (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 Experience. One year of creditable experience equivalent to the next lower grade level. 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 G58, December 10, 2019 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: Light lifting (under 15 lbs.), use of fingers, both hands, standing, both eyes, hearing (aid may be permitted), and ability to see and read the Electronic Health Record (EHR).

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 Puget Sound Health Care System 1660 South Columbian Way Seattle, WA 98108 US
• Name: Gabriel Johnson
• Phone: (503) 220-8262 X53014
• Email: [email protected]