Summary This position is in the Health Information Management (HIM) section at the VA Portland Health Care System (VAPORHCS), specifically focusing on the Release of Information (ROI) and Medical Records Scanning Unit. The incumbent discloses health information in accordance with all laws and regulations governing authorization and disclosure of health information Responsibilities The VA Portland Health Care System (VAPORHCS) is a major medical facility with ten Community-Based Outpatient Centers or clinics. It is classified as a level 1A facility and offers comprehensive medical, surgical, rehabilitative, primary care, mental health, and extended care services to over 90,000 veterans in Oregon and Southwestern Washington. This facility has the highest complexity level category for VHA facilities and is affiliated with the local medical school. The combined supervisory position involves overseeing both the Medical Records Scanning Unit and the Release of Information (ROI) functions. This role ensures compliance with legal and regulatory requirements and standards for both paper and electronic medical records. KEY RESPONSIBILITIES: 1. Supervision and Staff Management: Prepare work assignments and schedules for staff in both the Medical Records Scanning Unit and ROI Unit. Monitor staff performance, conduct performance evaluations, and provide feedback. Select and train new staff, recommend awards and advancements, and take disciplinary actions when necessary. Provide orientation, ongoing training, and competency assessments for staff. Conduct regular staff meetings and maintain open communication regarding policies and procedures. 2. Release of Information (ROI) Responsibilities: Incumbent serves as supervisor and technical expert for Release of Information Unit. Provides guidance and suggestions to the Chief, HIM and Assistant, Chief HIM regarding staffing needs and shortages within the ROI section. Ensure accurate and timely disclosure of health information in compliance with federal laws, including the Privacy Act of 1974, FOIA, HIPAA, and AMIE. Maintain contact with VA Regional Counsel (VARO) for malpractice and subpoena actions and manage TORT records. Develop and implement privacy policies and procedures. Perform audits and monitor workloads to ensure data accuracy and timeliness. Prepare weekly ROI and TORT record turnaround statistics. 3. Medical Records Scanning Unit Responsibilities: Oversee daily operations, ensuring all documents are scanned accurately and timely into the electronic medical record and VistA Imaging. Manage file room and record maintenance, ensuring compliance with national and local policies. Monitor contractor performance, if applicable, and ensure compliance with contract terms. Organize, administer, and direct support services to ensure efficient and effective workflow. 4. Quality Management: Establish and monitor quality assurance programs to ensure compliance with national policies. Perform regular audits and quality reviews of scanned documents and ROI activities. Maintain a safe work environment and ensure staff adhere to safety protocols. Maintain confidentiality of health information and protect sensitive data in accordance with laws and regulations Work Schedule: 0700-1330 Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: PD000000 Relocation/Recruitment Incentives: Not Authorized Requirements 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. You may be required to serve a trial period. 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 dentification 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). 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. Experience and/or 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: (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. Grade Determinations: Supervisory Medical Records Technician (ROI), GS-8 Experience. One year of creditable experience equivalent to the next lower grade level. ) Assignment. For all assignments above the journey level, the higher-level duties must consist of significant scope, complexity (difficulty), range of variety, and be performed by the incumbent at least 25% of the time. This assignment performs supervision, administrative management, and direction of release of information staff, which includes GS-7 MRT (ROI-Legal), and lead MRT (ROI) positions. They have full supervisory responsibility, including preparing work assignments, monitoring the performance of release of information staff, evaluating employee performance, selecting staff, recommending awards and advancements, and taking disciplinary actions. The supervisory MRT(ROI) generates workload reports, distributes pending workload to staff, and monitors completion status. The employee ensures the timely release of health records in accordance with policies and procedures. They ensure compliance with accrediting agency and regulatory requirements and ensure corrective action is initiated, as needed. They work collaboratively with VA Regional Counsel to ensure health records related to malpractice, subpoenas, and tort cases are prepared and disclosed in a timely manner. The supervisory MRT (ROI) ensures orientation and competency assessments are conducted for all assigned staff. They develop policies and procedures, performance standards, and position descriptions, and/or functional statements. They are responsible for professional and administrative management of release of information staff. They maintain interdepartmental relations with other services to accomplish medical center goals. Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate all of the following KSAs: (a) Ability to develop policy and provide workload analysis for release of information. (b) Skill in interpersonal relations and conflict resolution. (c) Ability to provide or coordinate staff development and training. (d) Ability to provide the full range of supervisory duties, to include responsibility for assignment of work to be performed, performance evaluation, selection of staff, recommendations of awards, advancements, and disciplinary actions. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. 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. Exceptions: A pre-placement examination is required for any occupation or assignment that requires the operation of a government-owned or -leased motor vehicle in order to properly carry out assigned duties. Examinations may also be required for any occupation or assignment that requires a pre-placement examination by virtue of another policy, regulation, or statute Education ACEND accredited programs are located on the ACEND website or at ACEND Accredited Programs Directory. Additional Information Receiving Service Credit or 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.
