This Position Is No Longer Available
  1. Overview
  2. Duties
  3. Qualifications & Evaluations
  4. Benefits & Other Info
  5. How to Apply

Job Title:Medical Records Technician (Release of Information Clerk)

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:VHA-659-13-LC-819390

This position is closed and no longer accepting online applications through USAJOBS.

The contents of the announcement can still be viewed.


$31,315.00 to $40,706.00 / Per Year


Monday, January 07, 2013 to Monday, January 28, 2013




Full Time - Agency Employees Only


2 vacancies in the following location:
Salisbury, NC United StatesView Map


Agency Employees Only


***Open to Department of Veterans Affairs Employees only***

Vacancy Identification Number (VIN):   819390 (Please include on all documents)

OUR MISSION: To fulfill President Lincoln’s promise – “To care for him who shall have borne the battle and for his widow, and his orphan” – by serving and honoring the men and women who are America’s Veterans. How would you like to become a part of a team providing compassionate care to Veterans?

As a VA professional, your opportunities are endless. With many openings in the multiple functions of VA, you will have a wide range of opportunities and leadership positions at your fingertips. Not only is it the largest, most technologically advanced integrated health care system in the Nation, but we also provide many other services to Veterans through the Benefits Administration and National Cemeteries. VA professionals feel good about their careers and their ability to balance work and home life. VA offers generous paid time off and a variety of predictable and flexible scheduling opportunities.  For more information on the Department of Veterans Affairs, go to

Special Employment Consideration:  VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., mental retardation (intellectual disabilities), severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more.

FACT: Ninety percent of applicants fail to submit additional required documentation with resume or application and are found ineligible (see "HOW TO APPLY" section of this announcement); therefore, it is imperative that you read the complete announcement. Failure to do so is likely to result in LOSS OF FURTHER CONSIDERATION.


  • You must be a US citizen to apply for this job
  • Subject to a background/suitability investigation.
  • Designated and/or random drug testing may be required.
  • Declaration for Federal Employment, Option Form 306


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Responsible for coordinating Release of Information (ROI) Unit functions in the Health Information Management Section (HIMS) of the Health Administration Service (HAS).  Handles various categories of correspondence received by personal interview or mail in the ROI unit.  Interviews all persons who present in person with requests for release of medical information.  Composes letters of administrative and medical nature in reply to inquiries from physicians, attorney, hospitals, insurance companies, patients and their families and other government agencies.  Determines appropriate fees in Decision Support Systems (DSS)- ROI software for information to be released.  Responds immediately to requests for emergency medical information from hospitals, doctors, coroners and law enforcement.  Pulls records as need arises and files correspondence material and returns charts to fileroom.  Assists in responding to requests for transfer of medical, administrative and treatment files to other VA medical centers.  Ascertains the purpose for which information is being requested; verifies that all valid authorization is obtained with each request.  Coordinates the completion of various forms, to include, but not limited to insurance forms, request for handicap placards, family leave act and work releases. 

WORK SCHEDULE: Monday - Friday  8:00am - 4:30pm


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     a.  Citizenship.  Citizen of the United States.  (Non-citizens may be appointed when it is not possible to recruit qualified candidates in accordance with chapter 3, section A, paragraph 3g, this part.)

     b.  Experience and Education

     (1)  Experience.  Two years of experience that demonstrates the applicant’s ability to perform the work, or provides familiarity with the work.  Six months of the required 2 years of experience must have provided the knowledge, skills, abilities, and other characteristics (KSAs) needed to perform MRT work.


     (2)  Education.  Successful completion of an associate’s degree with a major field of study in medical record technology/health information technology which was accredited by the American Health Information Management Association (AHIMA) at the time the program was completed.


     (3)  Experience/Education Combination.  Equivalent combinations of experience and education are qualifying.  The following educational/training substitutions are appropriate in this provision for combining education and experience:

     (a)  Successful completion of an associate’s degree in a field of study other than medical records/health information will substitute for 18 months of the required experience.

    (b)  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, may be substituted on a month-for-month basis for up to 1 year of experience.

     (c)  Successful completion of a post-high school course of study in medical record technology, which includes courses in anatomy, physiology, and medical record techniques and procedures, may substitute on a month-for-month basis for up to 1 year of experience.

     (d)  Successful completion of post-high school courses for medical administrative personnel, obtained in a closely supervised training program given by the Armed Forces, may be substituted for experience on a month-for-month basis for up to 6 months provided the training program included courses in anatomy, physiology, and medical record techniques and procedures.



     a.  Definitions

     (1)  Creditable Experience

     (a)  Knowledge of Current Medical Record Technology.  To be creditable, the experience must have required the use of knowledge, skills, abilities, and other characteristics (also referred to as “core competencies”) associated with current health information or medical record technology and/or cancer registry practice.

     (b)  Quality of Experience.  Experience is only creditable if it is either directly related to the position to be filled or in a related field.  Qualifying experience must also be at a level comparable to medical record technology experience at the next lower grade level.

     (c)  Part-Time Experience.  Part-time experience as a professional medical record technician is credited according to its relationship to a full-time workweek.  For example, a medical record technician would receive 1 week of full-time credit for each 2 weeks of half-time work.

     (d)  Specialized Areas for Medical Record Technicians:     Medical Record Technicians perform medical record technician work but are not working in specialized registry or medical coding assignments.  This assignment includes lead and supervisory positions.

     b.  Grade Determinations.  In addition to the basic requirements for employment, the following criteria must be met when determining the grade of candidates.



    (a)  Experience or Education.  None beyond basic requirements.

    (b)  Demonstrated Knowledge, Skills, and Abilities

    1.  Basic knowledge of medical terminology;

    2.  Basic knowledge of disease processes and human anatomy;

    3.  Basic knowledge of medical record/health information guidelines, techniques, and procedures;

    4.  Knowledge of the medical and legal significance of medical records.

    (c)  Assignment.  Employees at this level serve in entry level MRT career development positions in any area of medical records.  It is expected that they receive guidance from more experienced staff members for more complex issues, and require daily direct supervision.



    (a)  Experience.  In addition to the basic requirements, at least 1 year of experience at the next lower grade level and must fully meet the KSAs at that level.  In addition, the candidate must demonstrate the following KSAs:


    (b)  Education.  Successful completion of a baccalaureate degree from an accredited college or university with a major field of study in medical record technology/health information technology or a related degree with courses related to medical record technology sufficient to evidence the core competencies identified.

     (c)  Demonstrated Knowledge, Skills, and Abilities

     1.  Ability to apply knowledge of medical terminology, human anatomy/pathophysiology, and disease processes sufficient to appropriately file, locate, and disclose health information;

     2.  Ability to correctly apply a practical knowledge of laws and regulations related to the confidentiality of health information and the release of information from medical records;

     3.  Knowledge of the internal organization of medical records and medical record references and procedures as appropriate to the position.

     4.  Ability to use health information software appropriate to the position, such as the electronic patient record, record tracking systems, chart deficiency systems,  and abstracting systems, release of information systems, document scanning technology, electronic spreadsheets, transcription systems, encoder products,  etc.

    (d)  Assignments.  Employees at this grade level serve in developmental positions as MRTs in any of the identified specialized areas and receive guidance from more experienced staff members for more complex medical records and/or coding procedures.


Your application, résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment. You may also be evaluated based upon the question responses you provide during a structured interview. In responding to structured interview questions you should be sure to cite specific examples of experience, explain exactly what you did, and the outcome.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at .


APPLICANTS PLEASE NOTE:  Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications (particularly positions with a positive education requirement.)  Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.  Applicants can verify accreditation at the following website:  All education claimed by applicants will be verified by the appointing agency accordingly. *** If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. ***

Veterans Preference:  When applying for Federal Jobs, eligible Veterans should claim preference on their application or résumé. Applicants claiming preference based on service-connected disability, or based on being the spouse or mother of a disabled or deceased Veteran, must complete an SF 15, Application for 10-Point Veteran Preference. Veterans who are still in the service may be granted tentative preference on the basis of information contained in their applications, but they must produce a DD Form 214 or other proof prior to appointment to document entitlement to preference.  For more information on Veterans' Preference, please visit


Your résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.


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Working for the Department of Veterans Affairs offers a comprehensive benefits package that includes, in part, paid vacation, sick leave, holidays, life insurance, health benefits, and participation in the Federal Employees Retirement System. In addition to traditional "dollars and cents" benefits, we offer a range of benefits to help balance work and life.  For more information please visit us at .


The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 90 or more before any Veterans preference points) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at .

Receiving Service Credit for Earning Annual (Vacation) Leave:  Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee.  VA may offer newly-appointed Federal employees credit for their job-related non-federal experience or active duty uniformed military service.  This credited service can be used in determining the rate at which they earn annual leave.

This job opportunity announcement may be used to fill additional vacancies.


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To apply for this position, you must provide a complete application (See "Required Documents" section below).   The complete Application package must be submitted by 11:59 PM (EST) on Monday, January 28, 2013.

To begin the process, click the Apply Online button at the bottom of this screen to create an account or log in to your existing USAJOBS account.  Be sure to upload the required documents before you submit your application.  Please ensure you click the Submit My Answers button at the end of the process.  Mailed/emailed applications will not be accepted.

Note: To change or update your application, simply reapply through My USAJOBS, before the closing date.  To check the status of your application, log into your USAJOBS account (, select Application Status and click on the more information link under the application status for this position.

IF YOU CAN NOT APPLY ONLINE:  You must fax a complete Application Package which includes:

1.  Occupational Questionnaire - Click the following link to view and print the occupational

 questionnaire. View Occupational Questionnaire.

2.  Print this 1203FX form to provide your response to the occupational questionnaire: .

3.  Fax the completed 1203FX form along with all supporting documents to (478)757-3144.  Your 1203FX form must be placed on top of all materials being faxed and will serve as a cover page for your fax transmission.

4.  Keep a copy of your fax receipt in case verification is needed.

To fax supporting documents you are unable to upload:

  1. Complete this cover page using the following Vacancy ID: 819390.  You must use this fax cover sheet in order for your documents to be matched with your online application.
  2. Fax your documents to (478)757-3144.


The following documents are required:


·         Résumé or Optional Application for Federal Employment (OF-612).

·         Responses to the questionnaire.

·         Copy of your transcript if you are using education to qualify.  (REQUIRED AND IT MUST BE INCLUDED WITH YOUR APPLICATION PACKAGE).

·         Declaration for Federal Employment Form - OF-306 (available at  (THIS IS REQUIRED).  (YOU MUST SIGN AND DATE THIS FORM AND IT MUST BE INCLUDED WITH YOUR APPLICATION PACKAGE).

·         If prior military service, include all copies of your DD Forms 214.  (THIS IS REQUIRED AND IT MUST BE INCLUDED WITH YOUR APPLICATION PACKAGE).

·         Applicants claiming preference based on service-connected disability or based on being the spouse or mother of a disabled or deceased Veteran, must also complete and submit an SF 15, Application for 10-Point Veteran Preference (available at (REQUIRED)

·         If currently employed in the Federal Government, include latest SF 50 - Notification of Personnel Action. (REQUIRED AND IT MUST BE INCLUDED WITH YOUR APPLICATION PACKAGE).

·         Evidence of your eligibility to apply for this vacancy (please see checklist).

·         Any other documents required by the checklist.



Larry D. Cox
Phone: (704)638-9000x4147
Agency Information:
VHA Salisbury VAMC
Department of Veteran Affairs
Human Resources Management Service
1601 Brenner Avenue
Salisbury, NC


After we receive your complete application package (including all required documents), your qualifications will be reviewed and assigned an initial rating.  We will also review your application to make sure that your résumé supports the answers given in the questionnaire. If your résumé does not support your questionnaire answers, we will adjust your rating accordingly. Based on your ranking or numerical score, you may be referred to the hiring manager for further consideration and possible interview. You will be notified when your rating is determined.

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