Clarification from the agency

This job is open to all U.S. citizens. NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below.

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Major Duties, include but are not limited to:

• Provides direct customer service to the Veteran, their Personal Representative or third party by providing copies of the Veteran's health information
• Responsible for evaluating the adequacy of each completed authorization form
• Screens each request for information to determine urgency and ensure the most urgent requests are completed first using established priority systems
• Personally, greets Veterans/visitors and assists them in determining the nature of the request and whether the information requested can be released
• Applies public law, rules, regulations and exclusions governing confidentiality of the health record
• Processes all incoming requests to the facility for Release of Information along with information required by the VA regional Office through the Automated Medical Information Exchange (AMIE)
• Evaluates validity of each request
• Receives and directs callers and visitors, as well as giving out forms and assists with completion of those forms
• Searches records or files to compose responses
• Reviews paper and electronic health records (i.e., scanned notes, reports, special tests etc.) to identify material to be photocopied/printed/written to electronic media and released
• Composes detailed explanations in response to correspondence received, arranging information into logical sequence and appropriate format
• Resolves conflicting or inconsistent information found on initial requests to include resolving discrepancies, sorting out errors and reconstructing past transactions, cases or events, or finding alternative sources of information
• Replies to vague, incomplete, or ambiguous inquires by independently recognizing issues, topics, or problems
• Processes Social Security requests for health information using ROI software and downloads documents from the EHR, including scanned images, onto a secure Network Drive.
• Completes and processes routine releases of information to other VA and Federal Agencies, and when requested, to patients and their families, insurance representatives, physicians, hospitals, and city and state health agencies according to VA directives

Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

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.
• (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.

• Experience. One year of creditable experience equivalent to the next lower grade level.

• Demonstrated Knowledge, Skills, and Abilities.

1. 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).
2. 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.
3. Ability to apply policies, procedures, laws, and regulations governing privacy and release of information to process requests for release of information.
4. Ability to research and solve difficult questions related to release of health information in an accurate and timely manner.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

Area of Consideration: Eligible applications will be reviewed and referred based on Veterans' preference.

NOTE: Veterans' preference does not apply for internal or other current permanent Federal agency employees.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.