Summary This position is located in the Health Information Management (HIM) section at the Eastern Kansas VA Medical Center. The MRT (ROI) reviews and processes requests for patient protected health information (PHI) and 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. Responsibilities MAJOR DUTIES AND RESPONSIBILITIES: 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). Processes medico-legal releases of information to attorneys and courts pertaining to Tort Feasor (Third Party Liability), Workman's Compensation, Labor and Industries and subpoenas. Screens and follows through on all incoming telephone calls from attorneys, insurance representatives, regarding legal cases and requests under the Privacy Act, referring only problem cases to the Supervisor. Reviews and analyzes written and telephone requests to ascertain @type of case to be developed. Develops and prepares cases for release to District Counsel and other appropriate parties. Contacts attorneys when necessary to obtain additional information necessary to develop the case. Maintains files for all Privacy Act requests and subpoena cases alphabetically for all cases being developed, processed or complete. Compiles tort cases for the Regional Office. Processes requests for Third Party Liability, Workman's Compensation, and Privacy Act cases for referral to Medical Cost Recovery and/or the Regional Counsel's Office. 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. 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. Selects and compiles information from health records and prepares correspondence, typically using standard form or standard formats for letters. Ensures information released is limited to what is specifically authorized and to the person or agency designated to receive it. Lead Duties: Facilitates team or unit processes by working in collaboration with team members or employees to ensure that tasks are completed, that good working relationships among team members and with management are maintained, and that team priorities and goals, needs, and achievements are coordinated with management. Performs lead functions over MRT (ROI) positions at the GS-4-6 grade levels. Provides guidance and technical direction necessary for accomplishing the work of the unit or team. Serves as work leader, assuring the work assignments of employees in the unit are carried out. Distributes and balances workload and tasks among employees. Assures the timely accomplishment of work assigned to the team. Assures each team member has an integral role in developing the final product or providing the assigned service. Communicates to the team the problem to be solved or program issues under review and coaches the team and/or individual team members in identifying the parameters of a viable solution. Ensures the organization's "vision" is integrated into the team's goals, strategies, activity plans, and work products. Ensures team members participate in both short-term and long-term planning stages of team projects. Continually interacts with team members aimed at building consensus and to serve as negotiator and coach for coordination of team initiatives. Monitors the status and progress of work and makes adjustments in accordance with established priorities. Obtains assistance from the supervisor as needed for major issues or problems that arise. Maintains records of work accomplishments. Checks work in progress to see that supervisor's instructions have been met. Instructs employees in specific tasks and job techniques. Trains team members in the accomplishment of tasks or projects. Maintains current knowledge and answers questions from team members on procedures, policies, and directives. Provides expert advice on specific tasks, procedures, and policies. Makes written instructions, reference materials, and relevant background material available. Obtains needed information on decisions from the supervisor on major issues and problems that arise. Resolves simple informal complaints of employees and refers more serious matters to the supervisor. Makes recommendations to supervisor as requested concerning promotions, reassignments, recognition of performance and personnel needs. Work Schedule: 8:00am - 4:30pm, as determined by supervisor. Telework: Ad-HocVirtual: This is not a virtual position. Functional Statement #: 000000 Financial Disclosure Report: Not required 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. 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). 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. Lead Medical Records Technician (ROI), GS-7 BASIC REQUIREMENTS: Citizenship. Be a citizen of the United States. (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with chapter 3, section A, paragraph 3g, of this part.) 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 is for facilities that cannot justify or support a MRT (ROI-Legal) assignment, and must place a lead MRT (ROI) over employees up to the journey level. 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 7 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. Demonstrated Knowledge, Skills, and Abilities In addition to the experience above, the candidate must demonstrate all of the following KSAs: 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.) Knowledge of the laws and regulations related to the authorization and disclosure of health information. Ability to effectively communicate, both orally and in writing, to meet program objectives. Ability to prepare reports in various formats and present data to various organizational levels. Ability to provide or coordinate staff development and training. Preferred Experience: Release of Information, Administrative Duties, ECFAX, Standard Office Equipment Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. Physical Requirements: The work is mostly sedentary. It typically requires sitting with sustained periods of concentration. There will be some walking, standing, bending, and carrying of relatively light objects. The position may also require stooping, reaching, lifting, pulling, and other moderate exertion or strain. Incumbent may occasionally have to walk some distance to a meeting. Education There is no educational substitution at this grade level. Additional Information 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.
