Summary The Supervisory MRT (ROI) 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. Long Beach VA Healthcare System. Responsibilities Duties include but are not limited to: Incumbent serves as supervisor and technical expert for the 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. Provide guidance and technical direction necessary for accomplishing the work of the unit or team. Provide effective audits and monitors for all areas of responsibility, assuring that accurate and timely data is processed by all employees. Review work accomplished and assesses qualify, quantity, accuracy and timeliness of work produced by each employee. Ascertains problems encountered and takes corrective actions. Develop performance standards and conducts performance evaluations. Develops and conducts competency assessments. Responsible for carrying out established personnel functions and practices. Keeps employees informed about important aspects of personnel management programs. Formulates and initiates performance standards. Interviews new employees, recommends selections, and carries out training and development of assignments, awards, or disciplinary action. Approves leave and establishes work schedules. Implements provision of EEO programs to ensure fair and equal treatment for all employees. Prepare formal requests and recommendations for promotions, reassignments, other status changes, or recognition of outstanding performance of assigned employees. Prepares and submits functional statements for new positions, clarification, or updates. Receives formal grievances, resolving those that can be resolved by the first level supervisor. Takes disciplinary action as deemed necessary and proposes to higher authority specific disciplinary actions. Keeps employees informed of management goals and objectives and higher levels supervisors informed of employee participation and concerns. Ensure that release of information activities related to the development, implementation, maintenance of and adherence to privacy policies and procedures are performed and coordinated in compliance with applicable federal laws and regulations including Privacy Act of 1974, the Freedom of Information Act (FOIA), the Healthcare Insurance Portability and Accountability Act (HIPAA) and Automated Medical Information Exchange (AMIE). Ensure that record retrieval and record transfers to other VA facilities for the purposes of continuity of patient care and release of information are timely. Maintain contact with VA Regional Counsel (VARO) in all matters relating to malpractice, subpoena actions and request for preparations of TORT records. Assist in performing 100% quality review of all TORT cases prior to sending records to VARO for litigation. Prepares weekly ROI AND tort record turnaround statistics. Monitor workload and production of staff, taking action where necessary to meet deadlines, monitors/evaluate performance and ensures accuracy of work completed. Assures that the work of staff is at an appropriate quality and productivity level. Work Schedule: Monday - Friday 8:00 a.m. - 4:30 p.m. Compressed/Flexible: Not available. Telework: Not Available. Virtual: This is not a virtual position. Functional Statement #: 30479F Relocation/Recruitment Incentives: Not Authorized. Financial Disclosure Report: Not required. Requirements Conditions of Employment 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 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 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 Education (1) 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. Physical Requirements. See VA Directive and Handbook 5019, Employee Occupational Health Service. English Language Proficiency. MRTs (ROI) must be proficient in spoken and written English, as required by 38 U.S.C. § 7403(f). Grade Determination GS-8 Supervisory Medical Records Technician (ROI), GS-8: (1) Experience One year of creditable experience equivalent to the next lower grade level (GS-07). (2) 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. This position is above the full performance level GS-8. Reference VA Handbook 5005/123 PART II APPENDIX G58 / December 10, 2019 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 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.
