Medical Records Technician (ROI)

Clarification from the agency

This job is open to current permanent Department of Veteran Affairs employees, current permanent Federal employees. NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below.

Major Duties Include:

• The incumbent processes all incoming requests to the facility for 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 (FOIA), and HIPAA.
• Ensures that proper authorization exists before release is made.
• Processes the request to the requesting agency or individual.
• Inputs all requests into the ROI software 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.
• 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.
• Composes responses to routine requests for release of patient information.
• 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.
• Determines extent and tone of replies independently.
• Resolves conflicting or inconsistent information found on initial requests.
• Processes Social Security requests for health information using ROI software.
• Downloads documents from the EHR, including scanned images, 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 and closes the requests in both the ROI and Social Security software.
• 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.
• Accurately 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.
• All other duties as assigned.

Total Rewards of a Allied Health Professional

Work Schedule: 08:00a - 4:30p, Monday - Friday
Recruitment Incentive (Sign-on Bonus): Not authorized
Permanent Change of Station (Relocation Assistance): Not authorized
Pay: Competitive salary and regular salary increases.
Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.
Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66.
Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA
Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)
Telework: Not available
Virtual: This is not a virtual position.
Functional Statement #:62351F, 62348F, 62347F
Permanent Change of Station (PCS): Not authorized

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 identification 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.

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.
• 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:
    • 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.
• Grandfathering Provision. All persons employed in VHA as a MRT (ROI) 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. 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.

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: In addition to meeting the Basic Requirements, the grade specific requirements and Knowledge, Skills and Abilities (KSAs) must be met as listed below as specified at each grade level.

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

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: Physical aspects associated with work required of this assignment are typical for the occupation and would generally not require a pre-placement examination. See VA Directive and Handbook 5019, Employee Occupational Health Service.

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
• SF-50/ Notification of Personnel Action

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.
IMPORTANT:Your resume must be submitted in English and include the following information for each job listed:

• Job title Duties (be as detailed as possible)
• Month & year start/end dates (e.g. June 2007 to April 2008)
• Full-time or part-time status (include hours worked per week)
• Series and Grade, if applicable, for all Federal positions you have held
• Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail.

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.

• Resume/CV
• PCS Orders
• Resume
• SF-50/ Notification of Personnel Action
• Transcript

Next steps