Clarification from the agency

NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below.

MAJOR DUTIES AND RESPONSIBILITIES:

• 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).
• Processes medico-legal releases of information to attorneys and courts pertaining to Tort Feasor (Third Party Liability), Workman's Compensation, Labor and Industries and subpoenas.
• Screens and follows through on all incoming telephone calls from attorneys, insurance representatives, regarding legal cases and requests under the Privacy Act, referring only problem cases to the Supervisor.
• Reviews and analyzes written and telephone requests to ascertain type of case to be developed.
• Develops and prepares cases for release to District Counsel and other appropriate parties.
• Contacts attorneys when necessary to obtain additional information necessary to develop the case.
• Maintains files for all Privacy Act requests and subpoena cases alphabetically for all cases being developed, processed or complete.
• Compiles tort cases for the Regional Office.
• Processes requests for Third Party Liability, Workman's Compensation, and Privacy Act cases for referral to Medical Cost Recovery and/or the Regional Counsel's Office.
• Receives and/or gives out forms and assists visitors and/or callers with the completion of forms or documents.
• 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 electronic 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 information released is limited to what is specifically authorized and to the person or agency designated to receive it.

Lead Duties:

• Facilitates team or unit processes by working in collaboration with team members or employees to ensure that tasks are completed, that good working relationships among team members and with management are maintained, and that team priorities and goals, needs, and achievements are coordinated with management.
• Performs lead functions over MRT (ROI) positions at the GS-4-6 grade levels.
• Provides guidance and technical direction necessary for accomplishing the work of the unit or team.
• Serves as work leader, assuring the work assignments of employees in the unit are carried out.
• Distributes and balances workload and tasks among employees.
• Assures the timely accomplishment of work assigned to the team.
• Assures each team member has an integral role in developing the final product or providing the assigned service.
• Communicates to the team the problem to be solved or program issues under review and coaches the team and/or individual team members in identifying the parameters of a viable solution.
• Ensures the organization's "vision" is integrated into the team's goals, strategies, activity plans, and work products.
• Ensures team members participate in both short-term and long-term planning stages of team projects.
• Continually interacts with team members aimed at building consensus and to serve as negotiator and coach for coordination of team initiatives.
• Monitors the status and progress of work and makes adjustments in accordance with established priorities.
• Obtains assistance from the supervisor as needed for major issues or problems that arise.
• Maintains records of work accomplishments.
• Checks work in progress to see that supervisor's instructions have been met. Instructs employees in specific tasks and job techniques.
• Trains team members in the accomplishment of tasks or projects.
• Maintains current knowledge and answers questions from team members on procedures, policies, and directives. Provides expert advice on specific tasks, procedures, and policies.
• Makes written instructions, reference materials, and relevant background material available.
• Obtains needed information on decisions from the supervisor on major issues and problems that arise.
• Resolves simple informal complaints of employees and refers more serious matters to the supervisor.
• Makes recommendations to supervisor as requested concerning promotions, reassignments, recognition of performance and personnel needs.

Work Schedule: 8:00am - 4:30pm, as determined by supervisor.
Telework: Ad-HocVirtual: This is not a virtual position.
Functional Statement #: 000000
Financial Disclosure Report: Not required

Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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.

Lead Medical Records Technician (ROI), GS-7 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.)

Experience:

• One year of creditable experience equivalent to the next lower grade level.

Assignment:

• For all assignments above the journey level, the higher-level duties must consist of significant scope, complexity (difficulty), range of variety, and be performed by the incumbent at least 25% of the time. This assignment is for facilities that cannot justify or support a MRT (ROI-Legal) assignment, and must place a lead MRT (ROI) over employees up to the journey level. Lead MRTs (ROI) monitor quality and quantity of work to ensure adherence to applicable requirements and regulations. They ensure the work assignments of the team are carried out by performing duties which include distributing and balancing workload, monitoring the status and progress of work, instructing and answering employee questions, checking employee work, and amending or rejecting work not meeting standards. Lead MRTs (ROI) develop training and provide resources pertaining to VHA and other Federal policies, guidelines, and regulations. They conduct training for all new 7 release of information staff regarding the software, the process of requesting archived health records, and the use of VHA computer applications. Lead MRTs (ROI) act as the technical experts and provide consultation regarding HIPAA and the Privacy Act, as it pertains to release of information.

Demonstrated Knowledge, Skills, and Abilities In addition to the experience above, the candidate must demonstrate all of the following KSAs:

• Ability to work with a team to provide technical guidance, plan, organize, and coordinate activities of release of information to effectively complete job assignments (i.e., distributing workload, monitoring the status and progress of work, monitoring accuracy of work, and ensuring required timelines are met.)
• Knowledge of the laws and regulations related to the authorization and disclosure of health information.
• Ability to effectively communicate, both orally and in writing, to meet program objectives.
• Ability to prepare reports in various formats and present data to various organizational levels.
• Ability to provide or coordinate staff development and training.

Preferred Experience: Release of Information, Administrative Duties, ECFAX, Standard Office Equipment

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

Physical Requirements: The work is mostly sedentary. It typically requires sitting with sustained periods of concentration. There will be some walking, standing, bending, and carrying of relatively light objects. The position may also require stooping, reaching, lifting, pulling, and other moderate exertion or strain. Incumbent may occasionally have to walk some distance to a meeting.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

To apply for this position, you must provide a complete Application Package which includes:

• Resume

Special Note for Applications: To complete your application, please use the following link https://vacareers.va.gov/wp-content/uploads/sites/5/Resume.docx to download the standard Clinical Resume Document. This one-page document does not need to be modified and must be uploaded into the two-page restricted 'Resume' document upload field.

Your full resume/CV may be uploaded without page limitation into the 'Other' document upload field.

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.

• Cover Letter
• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• License
• Other (1)
• PCS Orders
• Performance Appraisal
• Professional Certification
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

Veterans' preference does not apply for internal or other current permanent Federal agency employees.

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