Medical Records Technician (ROI-Legal)

Duties include but are not limited to the following:

• 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), Worker's Compensation, Labor and Industries and subpoenas.
• Screens and follows through on all incoming telephone calls from attorneys and 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 Regional Counsel and other appropriate parties.
• Contacts attorneys when necessary to obtain additional information to develop the case.
• Maintains files for all Privacy Act requests and subpoena cases for all cases being developed processed or complete.
• Compiles tort cases for the Regional Office.
• Provides direct customer service to the Veteran, their Personal Representative or third party by providing copies of the veteran's health information when a signed, written request is received or upon the Veteran's valid authorization to a third party.
• Receives and directs callers and visitors.
• Searches records or files to compose responses, including electronic searches, to retrieve and summarize hard to locate data.
• Composes responses to routine requests for release of patient information.
• Selects and compiles information from health records and prepares correspondence, typically using standard form or standard formats for letters.
• other duties as assigned.

Work Schedule: Monday-Friday 7:30am to 4:00pm (Tour of Duty can be negotiable).
Telework: Not Authorized
Virtual: This is not a virtual position.
Functional Statement #: 000000
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized

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 identification 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
  2. 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
  3. 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:
     1. 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.
     2. 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).

May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria).

Grade Determinations:

Medical Records Technician (ROI-Legal), GS-7

• Experience. One year of creditable experience equivalent to the next lower grade level (GS-6).
• Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate all of the following KSAs:
  • Knowledge of the laws and regulations related to the authorization and disclosure of health information.
  • Ability to apply laws and regulations related to the disclosure of health information (e.g., Privacy Act, Freedom of Information Act, HIPAA, and 38 U.S.C. § 7332, Confidentiality of Certain Medical Records).
  • Ability to investigate the contents of paper and electronic health records and systems that contain health information to compile the legal health record based on existing standards and requirements.

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-7. The actual grade at which an applicant may be selected for this vacancy is GS-7.

Physical Requirements: