Medical Records Technician - Health Information Technician

Clarification from the agency

First area of consideration will be given to current permanent employees from the Tampa VAMC. Second area of consideration will be for permanent employees of the Department of Veterans Affairs. NOTE: The 2-page Resume requirement does not apply to this position.

This position is located in the Health Information Management Service, James A. Haley VA Medical Center in Tampa, FL. Medical Records Technician (Release of Information) discloses health information in accordance with all laws and regulations governing authorization and disclosure of health information.

Duties listed but not limited to:

• 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 similar degree or detail.
• Searches records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate date. Locates materials that would verify information given.
• 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 first using established priority system. Personally greets veterans/visitors, 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 for drug and/or alcohol abuse, Sickle Cell Anemia, and infection with Human Immunodeficiency Virus (HIV).
• The incumbent processes all incoming requests to the facility for Release of Information
  (ROI) along with 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).
• Employee composes responses to routine requests for release of patient information. Selects and compiles information from health records and prepares correspondence, typically using standard from or standard formats for letters.
• Ensures the information releases 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 words and expressions to convey the desired tone. Determines extent and tone or replies independently.
• Resolves conflicting or inconsistent information found on initial requests. This involves dealing with patients and/or third parties to resolve discrepancies, sorting out errors and reconstructing past transactions, cases or events, or finding alternative sources of information.
• Processes Social Security request for health information using ROI software. Downloads VistA imaging documents and ROI software documents onto a secure Network Drive. Accesses the secure Social Security Web page and uploads the documents to the Web portal. Transfers the confirmation codes to the ROI software package and closes the request(s) in both the ROI and Social Security packages.
• Completes and processes routine release 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.
• That the terminology used by the clinicians is in keeping with the accepted nomenclature (standard approved abbreviations).
• That the 'Do Not Use' Abbreviations are not used.
• That the record is internally consistent and documentation filed within the record in the established sequence.
• That all necessary components are present and complete (i.e. progress notes, operation reports, history and physicals, discharge summaries, consultations, treatment records and signatures) and on the correct patient.

Work Schedule: Monday through Friday, 8:00 AM 04:30 PM
Compressed/Flexible:As needed by department
Telework: Not Available
Virtual: This is not a virtual position.
Relocation/Recruitment Incentives: Not Authorized
PCS Appraised Value Offer (AVO): Not Authorized

Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• 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 identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Must pass pre-employment physical examination.
• 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

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. In accordance with 38 U.S.C. 7402(d), no person shall serve in direct patient care positions unless they are proficient in basic written and spoken English.

Experience and Education

• Experience. One year of creditable experience that indicates knowledge of medical terminology, anatomy, physiology, and a 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 HIT 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, physiology, legal aspects of health care, and introduction to health records); OR,
• Experience/Education Combination. Equivalent combinations of creditable experience and education are qualifying for meeting the basic requirements. The following 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. (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 U.S. Armed Forces or the U.S. Maritime Service, under close medical and professional supervision, may be substituted on a month-for-month basis for up to six months of experience, provided the training program included courses in anatomy, physiology, and health record techniques and procedures.

Grandfathering Provision. All persons employed in VHA as a MRT HIT, on the effective date of this qualification standard, 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. For 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: (1) 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. (2) Employees 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. (3) 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: At least 1 year of experience comparable to the next lower grade level, which is directly related to the duties of the position to be filled, and must fully meet the KSAs at that level. In addition, the candidate must demonstrate the following technical KSAs and the potential to acquire the assignment specific KSAs designated by an asterisk (*):

Medical Records Technician (HIT), GS-7 (Full Performance Level)

• Experience. One year of creditable experience equivalent to the next lower grade level (GS-6). Examples of specialized experience include, but are not limited to, the following: Analyze, abstract, maintain, extract, and compile information from the health record independently with minimal supervision; analyze health records for accuracy, completeness, timeliness, consistency, and compliance (e.g., scanned, uploaded, use of correct titles, linked to correct encounters, etc.), with HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies. They perform health record review activities to satisfy external accreditation requirements and medical center performance measures. They monitor, verify, correct, and upload all transcription/medical speech recognition to maintain completeness and accuracy of health records.
• Assignment. This is considered the journey level for MRTs HIT. MRTs HIT at this level review, analyze, abstract, maintain, extract, and compile information from the health record independently with minimal supervision
• Demonstrated Knowledge, Skills, and Abilities. (For full qualification standard please reference the VA Handbook 5005/124, Part II Appendix G59, Medical Record Technician Qualification Standard below)

The full performance level (FPL) of this vacancy is GS-7

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

Physical Requirements: Work is primarily sedentary, involving extensive computer use, but may require brief periods of walking, standing, or carrying light materials.

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

Resume - To determine your eligibility, please ensure resume includes the below:

• Job title
• Grade Level (for Federal positions)
• Duties (be as detailed as possible and ensure they demonstrate how you meet the specialized experience and/or Knowledge, Skills and Abilities required for the position
• Month & year start/end dates (e.g. June 2007 to April 2008)
• Full-time or part-time status
  • (include average hours worked per week)
  • 40 hours per week, 32 hours per week, 20 hours per week, etc.

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.

• License
• Other (1)
• Resume
• 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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