Supervisory Medical Records Technician-Release of Information (ROI)

Supervisory Medical Records Technician-Release of Information (ROI)

Department: Department of Veterans Affairs

Location(s): Charleston, South Carolina

Salary Range: $55882 - $72644 Per Year

Job Summary: This position is in the Health Information Management (HIM) section at the Ralph H. Johnson VAMC. Release of Information (ROI) technicians disclose health information in accordance with all laws and regulations governing authorization and disclosure of health information. The Supervisory ROI is responsible for the supervision administration management, and direction of ROI staff.

Major Duties:

• Total Rewards of a Allied Health Professional Major duties include, but are not limited to: Serves as supervisor and technical expert for ROI. Provides guidance and suggestions to the Chief, HIM and Assistant Chief regarding staffing needs and shortages. Provides effective audits and monitors for all areas of responsibility, assuring that accurate and timely data is processed by all employees. Develops performance standards and conducts performance evaluations. Interviews new employees, recommends selection, and carries out training and development of assignments, awards or disciplinary action. Prepares formal requests and recommendations for promotions, reassignments, other status changes, or recognition of outstanding performance or assigned employees. Ensures that release of information and health information technician 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 the 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, record transfers, transcription uploads, and record reviews facilitate with other facilities for the purposes of continuity of patient care and relapse of information are timely. Maintains contact with VA Regional Counsel (VARO) in all matters related to malpractice, subpoena actions and request for preparation 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. Monitors workload and production of staff, acting where necessary to meet deadlines, monitors/evaluate performance and ensures accuracy of work completed. Assure that the work of staff is at an appropriate quality and productivity level. Work Schedule: Monday through 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 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 Virtual: This is not a virtual position. Functional Statement #: 60500F 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/or 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: (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. 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). Grandfathering Provision. All persons employed in VHA as a MRT (ROI) on the effective date of this qualification standard are considered to have met all qualification requirements for the grade held, including positive education and licensure/certification/registration that are part of the basic requirements of the occupation. Employees who do not meet all the basic requirements in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply: (1) Such employees in an occupation that does not require a licensure/certification/registration may be reassigned, promoted, or demoted within the occupation, but will not be promoted beyond the journey level or placed in supervisory or managerial positions. (2) Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended, or be reappointed on a temporary or permanent basis, until they fully meet the basic requirements of the standard. (3) Employees initially grandfathered into this occupation, who subsequently obtain additional education and/or licensure/certification/registration that meet all the basic requirements of this qualification standard, must maintain the required credentials as a condition of employment in the occupation. Grade Determinations: Supervisory Medical Records Technician (ROI), GS-8 (1) Experience. One year of creditable experience equivalent to the next lower grade level (see Assignment GS-7 below). GS-7 Supervisory Medical Records Technician (ROI): The supervisory MRT (ROI) is responsible for the supervision, administrative management, and direction of ROI staff at or below the journey level. They generate workload reports, distribute pending workload to staff, and monitor completion status. They ensure timely release of health records in accordance with policies and procedures. The supervisory MRT (ROI) ensures orientation and competency assessment of assigned staff is conducted. They develop policies and procedures, performance standards, position descriptions, and/or functional statements. They maintain interdepartmental relations with other services to accomplish medical center goals. The supervisory MRT (ROI) also serves as the primary point of contact, and will accurately process, and provide timely responses to complex medical legal requests, including, but not limited to, subpoenas, depositions, testimony, court orders for information from attorneys, courts, local law enforcement agencies, and/or public defenders. They serve as a liaison to Regional Counsels and U.S. Attorney's offices, for trial cases. They compile the legal health record and research and resolve conflicting or inconsistent information related to complex medical and legal requests. (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. Preferred Experience: Proven ability to implement process improvements for ROI operations, including workload management, metric tracking, and accountability systems. Strong background in staff education and engagement, including creating a culture of compliance and continuous improvement. Experience in building high-performing teams, fostering collaboration, and addressing resistance to change. Proficiency in electronic health records (VistA, CPRS) and ROI tracking tools (DSS ROI), with capability to troubleshoot and optimize usage. 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 the GS-8. Physical Requirements: 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 01/26/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12864969. 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: 2026-01-26