Duties
Employees at grade GS-04 serve in entry level MRT (ROI) position and receive close supervision and support from more experienced ROI staff members.
Other duties and responsibilities at the GS-04 entry grade level include, but are not limited to:
- Processing all incoming requests to the facility for Release of Information (ROI)
- Evaluating validity of each request; determining 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)
- Receiving and directing callers and visitors
- Providing advisory and technical assistance to patients, administrative staff and professional staff regarding release of information
- Ensuring the information released is limited to what is specifically authorized and to the person or agency designated to receive it
Employees at grade GS-05 serve in developmental positions as MRTs (ROI) position and receive guidance from more experienced staff members for complex release of information procedures. The duties in this position are primarily advisory and technical in nature.
Other duties and responsibilities at the GS-05 developmental grade level include, but are not limited to:
- Applying 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)
- Processing 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)
- Reviewing 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
- Selecting and compiling information from health records and prepares correspondence, typically using standard form or standard formats for letters
- Completing and processing 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
Employees at grade GS-06 is considered the journey level for MRT (ROI) positions. Employees at this level apply, interpret, and analyze laws and regulations related to the disclosure of health information.
Other duties and responsibilities include, but are not limited to:
- Communicating with internal and external stakeholders to provide technical expertise regarding the release of information process
- Applying, interpreting, and analyzing laws and regulations related to the disclosure of health information
- Balancing and coordinating medical record management/documentation to meet Federal and VA regulations, as well as goals of external accrediting bodies i.e. JCAHO, CARF, and others
- Processing 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
- Replying to vague, incomplete, or ambiguous inquires by independently recognizing issues, topics or problems; inquiries are usually presented by patients or third parties who are not sure what information they are looking for or do not know how to identify it by title
Work Schedule: Monday - Friday, 8:00 a.m. - 4:30 p.m.
(Note: Work schedules are determined and approved by the supervisor. The incumbent may be required to work various shifts on a permanent or temporary basis based on facility/patient care needs).
Recruitment/Relocation Incentives (Sign-on Bonus): Not Authorized
Permanent Change of Station (Relocation Assistance): Not Authorized
Pay: Competitive salary and regular salary increases
Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year)
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.
Permanent Change of Station (PCS): Not Authorized
Requirements
Conditions of employment
Complete all application requirements detailed in the "Required Documents" section of this announcement.
- 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 evaluation/examination.
- Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
As a condition of employment for accepting this position, you will be required to serve a one or two-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
To qualify for this position, you must meet the basic requirements as well as any additional requirements (if applicable) listed in the job announcement.
Basic Requirements: All applicants must meet the following basic qualifications.
- United States Citizenship: Must be a US Citizen.
- 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:
- 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.
Grade Determinations: In addition to the basic requirements above, all applicants must also meet one of the following grade requirements to qualify for a specific grade level.
Medical Records Technician (ROI), GS-04: This is the entry level.
- Experience or Education. None beyond basic requirements.
Medical Records Technician (ROI), GS-05: You must have one year of creditable experience equivalent to the GS-04 grade level. Examples of this includes, but is not limited to, performing the following type of work: receive and validate authorization forms and requests for information, and prioritize requests per policies and regulations; use various computer applications to track and release all authorized ROI requests; process and release health information to authorized first- and third-party requestors; ) initiate and maintain the accounting of disclosure for all records disclosed from a Privacy Act system of records; ensure compliance with policies, procedures, laws, and regulations governing privacy and release of information, etc.;
- 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).
In addition to the GS-05 experience above, the candidate must demonstrate all the following KSAs:
- 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.).
- Knowledge of health record documentation guidelines and processes for disclosing protected health information.
- Ability to manage priorities and coordinate work to complete duties within required timeframes, and the ability to follow-up on pending issues.
- Knowledge of policies, procedures, laws, and regulations governing privacy and release of information.
- Ability to communicate with individuals from various backgrounds to obtain the desired effect or gain information by establishing rapport.
Medical Records Technician (ROI), GS-06: This is the full performance level. You must have one year of creditable experience equivalent to the GS-05 grade level. Examples of this includes, but is not limited to, performing the following type of work: receive and validate authorization forms and requests for information and prioritize requests according to policies and regulations; utilize various computer applications to track and release all authorized release of information requests; process and release health information to authorized first- and third-party requestors; y initiate and maintain accounting of disclosure for all records disclosed from a Privacy Act system of records; communicate with internal and external stakeholders to provide technical expertise regarding the release of information process; ensure compliance with policies, procedures, laws, and regulations governing privacy and release of information, etc.
In addition to the GS-06 experience above, the candidate must demonstrate all of the following KSAs:
- 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).
- 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.
- Ability to apply policies, procedures, laws, and regulations governing privacy and release of information to process requests for release of information.
- Ability to research and solve difficult questions related to release of health information in an accurate and timely manner.
While we no longer require essay-style responses to our KSAs, you must be able to demonstrate that you possess the KSAs that are necessary to successfully perform the work of the position. Please ensure your resume/CV/application contains sufficient information to support the level of experience/education/training you possess; otherwise, we will not be able to award you credit for the experience/education/training you claim.
Grandfathering Provision Exception: 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.
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-06. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-04 to GS-06.
Physical Requirements: Must pass a pre-employment physical examination/evaluation as required by VA Handbook 5019. This examination/evaluation is administered by VA Occupational Health.
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/.
Additional information
This is an internal announcement open to current, permanent Federal employees only. All other applicants must apply under the external announcement CBTC-13026674-26-YAS to receive consideration.
Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.
During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.
This job opportunity announcement may be used to fill additional vacancies.
This position is in the Excepted Service and does not confer competitive status.
VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.
If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.
Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
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.