Lead Medical Records Technician (ROI)

Lead Medical Records Technician (ROI)

Department: Department of Veterans Affairs

Location(s): Harlingen, Texas

Salary Range: $49960 - $64952 Per Year

Job Summary: Position is located in Health Information Management Service. Reviews/processes requests for patient protected health information. Provides customer service to Veteran or third party by providing copies of the Veteran's PHI, when a signed, written request is received or upon the Veterans' valid authorization to a third party. Ensures information the Veteran specified be released, is shared only with those whom the Veteran authorized or who have legal authority to receive such information.

Major Duties:

• Duties include, but are not limited to: Processing 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) Processing medical-legal releases of information to attorneys and courts pertaining to Tort Feasor (third party liability), worker's compensation, labor and industries and subpoenas Screening and following through on all incoming telephone calls from attorneys, insurance representatives, regarding legal casesand requests under the Privacy Act, referring only problem cases to the Supervisor Reviewing and analyzing written and telephone requests to ascertain type of case to be developed Developing and preparing cases for release to District Counsel and other appropriate parties Contacting attorneys when necessary to obtain additional information necessary to develop the case Maintaining files for all Privacy Act requests and subpoena cases alphabetically for all cases being developed, processed or complete Complying tort cases for the regional office. This requires extensive investigations to track down x-rays and health records to compile a complete health record. Contacting 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 and several exact copies made for the regional office All computer based health records are downloaded to a CD including documents in VistA Imaging For cases going to trial, this may include additional updating and coordinating with the US Attorney's Office Interviewing Veterans and insurance agents requesting information for third party liability, worker's compensation and Privacy Act cases for referral to medical cost recovery and/or the regional counsel's office Evaluating validity of each request Determining which information is to be released in compliance with existing laws (Privacy Act of 1974, Freedom of Information Act and Health Insurance Portability and Accountability Act) Ensuring proper authorization exists before release is made Processing the request to the requesting agency or individual Inputting all requests into the ROI computer package for logging and tracking of requests Receiving and directing callers and visitors Receiving and/or giving out forms Assisting visitors and/or callers with the completion of forms or documents Responding to questions from patients concerning services Providing advisory and technical assistance to patients, administrative staff and professional staff regarding release of information. Work Schedule: Monday-Friday, 8:00am-4:30pm Recruitment Incentive (Sign-on Bonus): Not Authorized Permanent Change of Station (Relocation Assistance): Not Authorized Pay: Competitive salary and regular salary increases. When setting pay, a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Rate of the Grade). Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year) Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience. Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child. Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66. Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement) Telework: Ad hoc available Virtual: This is not a virtual position. Functional Statement #: 53259F 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. 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-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: Lead Medical Records Technician (ROI), GS-7 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 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: One year previous experience in processing legal ROI requests College degree or associates degree in HIM Experience in all types of requests (i.e., legal, affidavit, state, first and third party requests) Previous experience in training or presenting to individuals or groups Experience in Microsoft Office (Word, Excel, PowerPoint, TEAMS) 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. Physical Requirements: The work is sedentary.? Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work.? Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site.? Incumbent may carry and lift light items weighing less than 15 pounds.

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 12/22/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12853873. 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: 2025-12-22