Medical Records Technician (ROI)

About the role

This position is located in the Health Information Management (HIM) section at the Wilmington VA Medical Center. Release of Information (ROI) technicians disclose health information in accordance with all laws and regulations governing authorization and disclosure of health information. ROI technicians interpret and analyze laws and regulations related to the disclosure of health information.

Responsibilities

• 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.
• Personally greets veterans/visitors and assists them in determining the exact nature of the request and whether the information requested can be released.
• 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 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), 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 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.
• Screens 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.
• 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.

Requirements

• The first area of consideration will be given to current, permanent employees of the Wilmington VA Medical Center, the second area of consideration will be given to current, permanent employees of the Veteran's Health Administration. The third area of consideration will be all eligible US Citizens.
• Note: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below.

Qualifications

• Basic Requirements:
• 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, 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.
• Grade Determinations:
• a. Medical Records Technician (ROI), GS-4
• (1) Experience or Education. None beyond basic requirements.
• b. Medical Records Technician (ROI), GS-5
• (1) Experience. One year of creditable experience equivalent to the next lower grade level; including receiving and validating authorization forms and requests for information, and prioritizing requests per policies and regulations, utilizing various computer applications to track and release all authorized ROI requests, processing and releasing health information to authorized first- and third-party requestors, initiating and maintaining the accounting of disclosure for all records disclosed from a Privacy Act system of records, and ensuring compliance with policies, procedures, laws, and regulations governing privacy and release of information.