Clarification from the agency

NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below. All U.S. Citizens, National or those who owe allegiance to the U.S Due to a critical staffing shortage, 38 U.S.C. § 7412 waives the requirement to apply Veterans' preference for this job announcement. Veterans are encouraged to apply and will receive full consideration.

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The incumbent processes 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). Evaluates validity of each request. Determines 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). Ensures that proper authorization exists before release is made. Processes the request to the requesting agency or individual. Inputs all requests into the ROI computer package for logging and tracking of these requests.

GS-04:Employees at this level serve in entry level MRT (ROI) positions and receive close supervision from more experienced ROI staff members.
GS-05:Employees at this grade level serve in developmental positions as MRTs (ROI) and receive guidance from more experienced staff members for more complex ROI procedures.
GS-06:This is considered the full performance level for ROI technician positions. ROI technicians at this level apply, interpret and analyze laws and regulations related to the disclosure of health information. They are responsible for educating requestors on requirements for submitting requests for health information and completing all requests for health information in accordance with applicable laws and regulations.

Duties include, but are not limited to:

• Evaluate the adequacy of each completed authorization form.
• Screen each request for information to determine urgency.
• Greet Veterans/Visitors and assists them in determining the exact nature of the request.
• Apply public laws, rules, regulations and exclusions governing confidentiality of the medical record.
• Process 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).
• Ensure that proper authorization exists before release is made.
• Process the request to the requesting agency or individual.
• Inputs all requests into the ROI computer package for logging and tracking of these requests
• Receive and/or give out forms and assists visitors and/or callers with the completion of forms or documents.
• Respond to questions from patients concerning services.
• Provide advisory and technical assistance to patients, administrative staff and professional staff regarding release of information.
• Resolves conflicting or inconsistent information found on initial requests.

Work Schedule: 40 Hours a Week, Monday-Friday, 8:00am - 4:30pm, EST
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/Remote: Not Available
Virtual: This is not a virtual position.
Functional Statement #: 689-F06-5264 689-F06-5265 689-F06-5266???????
Permanent Change of Station (PCS): Not Authorized

Notifications:

• This position is covered by locality-based comparability pay.
• The selectee may be promoted to the full performance level (GS-06) without further competition, when all regulatory qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.
• This position is in the Excepted Service.
• EDRP is not authorized.

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.
• Must pass pre-employment physical evaluation.
• 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.

As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• 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.

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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:

• 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) 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:
(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).

Grade Determinations::GS-04: Entry Level: None beyond basic requirements.

GS-05: Developmental Level:

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

AND,

Demonstrated Knowledge, Skills, and Abilities: In addition to the experience above, the candidate must demonstrate all of the following KSAs:
i. 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.).
ii. Knowledge of health record documentation guidelines and processes for disclosing protected health information.
iii. Ability to manage priorities and coordinate work in order to complete duties within required timeframes, and the ability to follow-up on pending issues.
iv. Knowledge of policies, procedures, laws, and regulations governing privacy and release of information.
v. Ability to communicate with individuals from various backgrounds to obtain the desired effect or gaining information by establishing rapport.

GS-06: Full Performance Level:

Experience: One year of creditable experience equivalent to the next lower grade level, such as receiving, validating authorization forms and requests for information and prioritizing requests according to policies and regulations; Utilizing various computer applications to track and release all authorized release of information requests; Processing and releasing health information to authorized first- and third-party requestors; Initiating and maintaining accounting of disclosure for all records disclosed from a Privacy Act system of records; Communicating with internal and external stakeholders to provide technical expertise regarding the release of information process; Ensuring compliance with policies, procedures, laws, and regulations governing privacy and release of information.

AND,

Demonstrated Knowledge, Skills, and Abilities: In addition to the experience above, the candidate must demonstrate all of the following KSAs:
i. 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).
ii. 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.
iii. Ability to apply policies, procedures, laws, and regulations governing privacy and release of information to process requests for release of information.
iv. Ability to research and solve difficult questions related to release of health information in an accurate and timely manner.

Reference :FORMER VA HANDBOOK REFERENCE: PART II APPENDIX G58 EFFECTIVE DATE: December 10, 2019MEDICAL RECORDS TECHNICIAN (RELEASE OF INFORMATION) QUALIFICATION STANDARD GS-0675 Veterans Health Administration

The full performance level of this vacancy is GS-06. 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: See VA Directive and Handbook 5019, Employee Occupational Health Service.

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.
FORMER VA HANDBOOK REFERENCE: PART II APPENDIX G58 EFFECTIVE DATE: December 10, 2019MEDICAL RECORDS TECHNICIAN (RELEASE OF INFORMATION) QUALIFICATION STANDARD GS-0675 Veterans Health Administration

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.

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.