Lead Medical Records Technician
This position is located in the Health Information Management (HIM) section at the William S. Middleton VA Medical Center, 3220 Deming Way, Middleton, WI 53562. The Medical Records Technician (MRT) Release of Information (ROI) reviews and processes requests for patient protected health information (PHI). The MRT (ROI) also provides direct customer service to the Veteran 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. 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 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. Lead Medical Record (ROI) duties include:
- 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), and Social Security Administration. - Maintains all release of information requests and subpoena cases in ROI computer package for all cases being developed, processed or complete. - Compiles tort cases for the Regional Office. This requires extensive investigations to track down x-rays and health records to compile a complete health record. - Interviews veterans and insurance agents requesting information for Third Party Liability, Workman's Compensation, and Privacy Act cases. - 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). - Inputs all requests into the ROI computer package for logging and tracking of these requests. - 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. - Facilitates team or unit processes by working in collaboration with team members or employees to ensure that tasks are completed. - Assuring work assignments of employees in the unit are carried out and distributes and balances workload and tasks among employees. - Trains team members in the accomplishment of tasks or projects. - Makes written instructions, reference materials, and relevant background material available. - Assists supervisor with performing accuracy audits for Release of Information team. - Additional duties or tasks may be assigned by the supervisor to ensure efficient daily operations. Work Schedule:
Monday through Friday, 8:
00 AM to 4:
30 PM, 1st shift Financial Disclosure Report:
Not Required Relocation/Recruitment Incentive:
Not Authorized BASIC REQUIREMENTS:
Citizenship:
Must be United States Citizen. 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 the health record. Six months of the required one year of 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, medical coding and introduction to health records). TRANSCRIPTS REQUIRED. OR, Experience/ Education Combination:
Equivalent combinations of creditable experience and education are qualifying for meeting the basic requirements. The following experience and 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 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 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. TRANSCRIPTS REQUIRED. IN ADDITION TO MEETING THE BASIC REQUIREMENTS LISTED ABOVE, YOU MUST MEET THE FOLLOWING GRADE REQUIREMENTS TO QUALIFY FOR THIS POSITION. GS-7 GRADE REQUIREMENTS:
Specialized
Experience:
You must have one year of specialized experience as an MRT (ROI) equivalent to at least the next lower grade level, GS-6, and demonstrate the knowledge, skills, and abilities. Experience at this level includes, but is not limited to:
Knowledge of applying, interpreting and analyzing laws and regulations related to the disclosure of health information. Educating requestors on requirements for submitting requests for health information. Using 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. Initiate and maintain the 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. AND, Knowledge, Skills and Abilities:
You also must demonstrate the following KSAs:
1. 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.) 2. Knowledge of the laws and regulations related to the authorization and disclosure of health information. 3. Ability to effectively communicate, both orally and in writing, to meet program objectives. 4. Ability to prepare reports in various formats and present data to various organizational levels. 5. Ability to provide or coordinate staff development and training. References:
VA Handbook 5005/123, Part II, Appendix G58, Medical Record Technician (Release of Information) Qualification Standards, 12/10/2019. This can be found in the local Human Resources Office. 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. Work Environment:
The work area is usually an adequately lighted, heated, and ventilated office or medical facility setting. The work environment involves everyday risks or discomforts that require normal safety precautions.
Estimated Salary: $20 to $28 per hour based on qualifications.
- 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), and Social Security Administration. - Maintains all release of information requests and subpoena cases in ROI computer package for all cases being developed, processed or complete. - Compiles tort cases for the Regional Office. This requires extensive investigations to track down x-rays and health records to compile a complete health record. - Interviews veterans and insurance agents requesting information for Third Party Liability, Workman's Compensation, and Privacy Act cases. - 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). - Inputs all requests into the ROI computer package for logging and tracking of these requests. - 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. - Facilitates team or unit processes by working in collaboration with team members or employees to ensure that tasks are completed. - Assuring work assignments of employees in the unit are carried out and distributes and balances workload and tasks among employees. - Trains team members in the accomplishment of tasks or projects. - Makes written instructions, reference materials, and relevant background material available. - Assists supervisor with performing accuracy audits for Release of Information team. - Additional duties or tasks may be assigned by the supervisor to ensure efficient daily operations. Work Schedule:
Monday through Friday, 8:
00 AM to 4:
30 PM, 1st shift Financial Disclosure Report:
Not Required Relocation/Recruitment Incentive:
Not Authorized BASIC REQUIREMENTS:
Citizenship:
Must be United States Citizen. 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 the health record. Six months of the required one year of 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, medical coding and introduction to health records). TRANSCRIPTS REQUIRED. OR, Experience/ Education Combination:
Equivalent combinations of creditable experience and education are qualifying for meeting the basic requirements. The following experience and 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 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 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. TRANSCRIPTS REQUIRED. IN ADDITION TO MEETING THE BASIC REQUIREMENTS LISTED ABOVE, YOU MUST MEET THE FOLLOWING GRADE REQUIREMENTS TO QUALIFY FOR THIS POSITION. GS-7 GRADE REQUIREMENTS:
Specialized
Experience:
You must have one year of specialized experience as an MRT (ROI) equivalent to at least the next lower grade level, GS-6, and demonstrate the knowledge, skills, and abilities. Experience at this level includes, but is not limited to:
Knowledge of applying, interpreting and analyzing laws and regulations related to the disclosure of health information. Educating requestors on requirements for submitting requests for health information. Using 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. Initiate and maintain the 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. AND, Knowledge, Skills and Abilities:
You also must demonstrate the following KSAs:
1. 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.) 2. Knowledge of the laws and regulations related to the authorization and disclosure of health information. 3. Ability to effectively communicate, both orally and in writing, to meet program objectives. 4. Ability to prepare reports in various formats and present data to various organizational levels. 5. Ability to provide or coordinate staff development and training. References:
VA Handbook 5005/123, Part II, Appendix G58, Medical Record Technician (Release of Information) Qualification Standards, 12/10/2019. This can be found in the local Human Resources Office. 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. Work Environment:
The work area is usually an adequately lighted, heated, and ventilated office or medical facility setting. The work environment involves everyday risks or discomforts that require normal safety precautions.
- Department:
0675 Medical Records Technician - Salary Range:
$44,403 to $55,590 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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