Lead Medical Records Technician (ROI)

Lead Medical Records Technician (ROI)

Department: Department of Veterans Affairs

Location(s): Aurora, Colorado

Salary Range: $55705 - $72420 Per Year

Job Summary: This position is located in the Health Information Management (HIM) section at the VA Eastern Colorado Health Care System. The MRT (ROI) reviews and processes requests for patient protected health information (PHI). The MRT (ROI) also 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.

Major Duties:

• Total Rewards of a Allied Health Professional Duties & skills needed to be successful in this position include, but are not limited to: The incumbent 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). For sites that have transitioned to the modernized electronic health record (EHR), utilizes AccessHIM Request Management solution for processing of VBA 7131 requests. Processes medico-legal releases of information to attorneys & courts pertaining to Tort Feasor (Third Party Liability), Workman's Compensation, Labor & Industries & subpoenas. Screens & follows through on all incoming telephone calls from attorneys, insurance representatives, regarding legal cases & requests under the Privacy Act, referring only problem cases to the Supervisor. Reviews & analyzes written & telephone requests to ascertain type of case to be developed. Develops & prepares cases for release to District Counsel & other appropriate parties. Contacts attorneys when necessary to obtain additional information necessary to develop the case. Maintains files for all Privacy Act requests & subpoena cases alphabetically for all cases being developed, processed or complete. Compiles tort cases for the Regional Office. This requires extensive investigations to track down x-rays & health records to compile a complete health record. Contacts all VA's to have them make a CD of all of the photocopied/printed/written to electronic media information, including digital x-rays. All paper records are arranged in date order, numbered & several exact copies made for the Regional Office. All electronic health records are downloaded to a CD including documents in VistA Imaging. For cases going to trial, this may include additional updates & coordination with the US Attorney's Office. Processes requests for Third Party Liability, Workman's Compensation, & Privacy Act cases for referral to Medical Cost Recovery and/or the Regional Counsel's 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. Evaluates validity of each request. Determines which information is to be released in compliance with existing laws, including The Privacy Act of 1974, Title 5 United States Code (U.S.C.) § 552a; Department of Veterans Affairs (VA) Claims Confidentiality Statute, 38 U.S.C. § 5701; Confidentiality of Drug Abuse, Alcoholism & Alcohol Abuse, Human Immunodeficiency Virus (HIV) Infection & Sickle Cell Anemia Health Records, 38 U.S.C. § 7332; & the Health Insurance Portability & Accountability Act (HIPAA), Title 45 Code of Federal Regulations (CFR) Parts 160 & 164. Ensures that proper authorization exists before release is made. Processes the request to the requesting agency or individual. Inputs all requests into the ROI software for logging & tracking of these requests. Receives & directs callers & visitors. Receives and/or gives out forms & assists visitors and/or callers with the completion of forms or documents. Responds to questions from patients concerning services. Provides advisory & technical assistance to patients, administrative staff, & professional staff regarding release of information. Inquiries vary widely & 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 & summarize hard-to-locate data. Locates materials that would verify information given. Reviews paper & electronic health records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media & released. Composes responses to routine requests for release of patient information. Selects & compiles information from health records & prepares correspondence, typically using standard form or standard formats for letters. Ensures the information released is limited to what is specifically authorized & to the person or agency designated to receive it. Work Schedule: 8:00am-4:30pm, Monday- Friday Telework: Ad-hoc Virtual: This is not a virtual position. Functional Statement # 61067-0 Permanent Change of Station (PCS): Not Authorized

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. 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. English Language Proficiency: MRTs (ROI) must be proficient in spoken and written English, as required by 38 U.S.C. § 7403(f). Experience and 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: 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. 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- 3 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: Lead Medical Records Technician (ROI), GS-7 Experience: One year of creditable experience equivalent to the next lower grade level. 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. 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 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. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. The full performance level of this vacancy is 7. The actual grade at which an applicant may be selected for this vacancy is 7.

How to Apply: All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 12/30/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12848285. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire. Click Submit My Answers to submit your application package. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

Application Deadline: 2025-12-30