Medical Records Tech (Release of Information)

Medical Records Tech (Release of Information)

Department: Department of Veterans Affairs

Location(s): Detroit, Michigan

Salary Range: $39763 - $64466 Per Year

Job Summary: The position is located in the Health Information Management Section (HIMS), Business Practice, at the John D. Dingell VA Medical Center in Detroit, Michigan. Employees in the Release of Information unit (ROI) work in a specialty area of medical records/health information management. The incumbent has knowledge of medical records procedures and references, the organization and consistency of medical records and a basic knowledge of human anatomy, physiology, and medical terminology.

Major Duties:

• Total Rewards of a Allied Health Professional Major duties and responsibilities include but are not limited to the following: The incumbent functions as an assistant for Release of Information (ROI) activities for the medical center and its Community Based Outpatient Clinics (CBOC's), reviews and fulfills all requests for records, acts as coordinator for the MyHealtheVet in Person Authentication (IPA) program, and assists as guardian of records. Release of Information (ROI) technicians disclose health information in accordance with all laws and regulations governing authorization and disclosure of health information. The incumbent is responsible for, but not limited to, the following: Evaluating the adequacy of each completed authorization form. Screening each request for information to determine urgency. Assuring that the most urgent requests are completed first using established priority systems. Greeting Veterans and visitors assisting them with determining the nature of their request and whether the information they requested can be released. Applying public laws, rules, regulations and exclusions governing confidentiality of the medical record, including the Privacy Act, Freedom of Information Act and 38 U.S.C. 7332 governing the release of records. Processing all incoming requests to the facility for Release of Information along with information required by the VA Regional Office, referring only problem cases to the Supervisor. Evaluating the validity of each request and ensuring the proper authorization exists before release is made. Inputting all requests into the ROI computer package for logging and tracking of these requests. Receiving and/or giving out forms and assisting with their completion. Searching records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate data. Communicating with patients and/or third parties to resolve discrepancies, sorting out errors and reconstructing past transactions. Processing Social Security requests for health information using ROI software. Completing and processing routine releases of information to other VA and Federal Agencies when requested within established time standards Work Schedule: Monday- Friday; 08:00am - 04:30pm Recruitment Incentive (Sign-on Bonus): Not Authorized Permanent Change of Station (Relocation Assistance): Not Authorized Pay: Competitive salary and regular salary increases. 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) 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: Not Available Virtual: This is not a virtual position. Functional Statement #: 91549A 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: 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) need 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 six semester hours of health information technology/health information management courses; OR, 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 course in anatomy and physiology, and health record techniques and procedures. 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), GS-4: Experience or Education. None beyond basic requirements. Medical Records Technician (ROI), GS-5: Experience. One year of creditable experience equivalent to the next lower grade level. This experience may include but is not limited to: receive and validate authorization forms and requests for information, and prioritize requests per policies and regulations. They use various computer applications to track and release all authorized ROI requests. They process and release health information to authorized first- and third-party requestors. MRTs (ROI) initiate and maintain the accounting of disclosure for all records disclosed from a Privacy Act system of records. They ensure compliance with policies, procedures, laws, and regulations governing privacy and release of information. OR, Education. Successful completion of a bachelor'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 management, or a related degree with a minimum of 24 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). Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate all of the following KSAs: Ability to utilize health information technology and various office software products utilized in MRT (ROI) positions (e.g., the electronic health record, release of information systems, etc.). Knowledge of health record documentation guidelines and processes for disclosing protected health information. Ability to manage priorities and coordinate work in order to complete duties within required timeframes, and the ability to follow-up on pending issues. Knowledge of policies, procedures, laws, and regulations governing privacy and release of information. Ability to communicate with individuals from various backgrounds to obtain the desired effect or gaining information by establishing rapport. Medical Records Technician (ROI), GS-6: Experience. One year of creditable experience equivalent to the next lower grade level. This experience may include but is not limited to: receive and validate authorization forms and requests for information and prioritize requests according to policies and regulations. They utilize various computer applications to track and release all authorized release of information requests. They also process and release health information to authorized first- and third-party requestors. They initiate and maintain accounting of disclosure for all records disclosed from a Privacy Act system of records. They communicate with internal and external stakeholders to provide technical expertise regarding the release of information process. They ensure compliance with policies, procedures, laws, and regulations governing privacy and release of information. 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 (e.g., Privacy Act, Freedom of Information Act, Health Insurance Portability and Accountability Act (HIPAA), and 38 U.S.C. § 7332, Confidentiality of Certain Medical Records). Ability to apply health record documentation guidelines and processes to navigate efficiently through the paper and/or electronic health record to locate, assemble, and disclose protected health information. Ability to apply policies, procedures, laws, and regulations governing privacy and release of information to process requests for release of information. Ability to research and solve difficult questions related to release of health information in an accurate and timely manner. 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-6. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-04 to GS-06. Physical Requirements: Light lifting under 15 pounds; reaching above shoulder; use of fingers, both hands required; walking .5 hours per day; standing .5 hours per day; specific visual requirements - 20/20 vision required for both eyes; both eyes required; depth perception; ability to distinguish basic colors; ability to distinguish shades of colors; hearing aid permitted. Environmental factors: dusty, working closely with others and working alone. See VA Directive and Handbook 5019, Employee Occupational Health Service.

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 12/12/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12844885. 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: 2025-12-12