Medical Records Technician (ROI)

Clarification from the agency

NOTE: The 2-page Resume requirement does not apply to this position.

DUTIES:
- 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).
- Evaluates validity of each request.
- Determines which information is to be released in compliance with existing laws, such as the Privacy Act of 1974, Freedom of Information Act (FOIA), and Health Insurance Portability and Accountability Act (HIPAA).
- Inputs all requests into the ROI computer 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.
- Searches records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate data.
- 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 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.
- Resolves conflicting or inconsistent information found on initial requests.
- Processes Social Security requests for health information using ROI 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.

Work Schedule: Monday-Friday, 8:00am to 4:30pm
Telework: Ad-hoc. This is not a remote position.
Virtual: This is not a virtual position.
Functional Statement #: GS-04 09821F, GS-05 09822F, GS-06 09823F.
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (Relocation Assistance): Not authorized

Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the 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

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:
English: Must be proficient in basic written and spoken English.
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 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). Transcripts Required.

-OR
Combination Education and Experience: Equivalent combinations of creditable experience and education are qualifying for meeting the basic requirements. The following education/training substitutions are appropriate for combining education and creditable experience. The following educational/training substitutions are appropriate for combining education and experience: (a) Six months of creditable experience that indicates knowledge of medical terminology, privacy and release of information of and the health record, and one year above high school with a minimum of 6 semester hours of health information technology 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 of 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, physiology, and health record techniques and procedures.
Transcripts Required.

GRADE REQUIREMENTS:
MRT (ROI). All individuals assigned to this occupation must have an approved parenthetical title, MRT (ROI).

These requirements apply to all VHA MRT (ROI) assignments in the GS-0675 series. The MRT (ROI) reviews and processes requests for patient protected health information (PHI). The MRT (ROI) also provides direct customer service to the Veteran (or third party), by providing copies of the Veteran's PHI, when a signed, written request is received, or upon the Veteran's valid authorization to a third party. The MRT (ROI) must ensure that only the information that the Veteran specified be released, is shared only with those whom the Veteran has authorized, or who have legal authority to receive such information. To perform this task, a MRT (ROI) must possess expertise in all applicable Federal laws, rules, and regulations regarding release of health information.

GRADE DETERMINATION: In addition to the basic requirements above the following is the amount of creditable experience and/or education required to qualify for this position at the GS-4 through GS-6 grade level.

GS-4 Entry Level: None beyond the basic requirements above.

GS-5 Level Experience or Education: At least 1 year of creditable experience comparable to the next lower grade level (GS-4) or 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, applicants must demonstrate the following KSAs:
(1) 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.);
(2) Knowledge of health record documentation guidelines and processes for disclosing protected health information;
(3) Ability to manage priorities and coordinate work in order to complete duties within required timeframes, and the ability to follow-up on pending issues;
(4) knowledge of policies, procedures, laws, and regulations governing privacy and release of information;
(5) Ability to communicate with individuals from various backgrounds to obtain the desired effect or gaining information by establishing rapport. Transcripts required if qualifying based on Education.

GS-6 Level Experience: At least one full year of creditable experience as an MRT (ROI) to the next lower level (GS-5) which demonstrates the KSAs related to the duties of the position to be filled. Creditable experience must demonstrate skill in applying, interpreting, and analyzing laws and regulations related to the disclosure of health information; educating requestors on requirements for submitting requests for health information; receiving and validating authorization forms and request; using various computer applications to track and release authorized ROI requests initiate and maintain the accounting of disclosure for records disclosed from a Privacy Act system of records.

In addition, applicants must demonstrate the following KSAs: (1) 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); (2) 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; (3) Ability to apply policies, procedures, laws, and regulations governing privacy and release of information to process requests for release of information; (4) Ability to research and solve difficult questions related to release of health information in an accurate and timely manner.

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: The work is sedentary, but may require walking, bending, standing, and /or carrying of light items such as files and manuals. The work does not require any special physical effort or ability.

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:



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
• Long-form resume/Curriculum vitae (CV)
• Other (1)
• PCS Orders
• Performance Appraisal
• Professional Certification
• 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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