Clarification from the agency

Open to All Federal Employees, Internal Applicants, Department of Veterans Affairs (Agency - VHA, VBA, NCA) Employees, and Tennessee Valley Healthcare System (Facility) Employees. Facility Employees will be afforded FIRST Consideration. All US Citizens should apply to Job Opportunity Announcement CBTG-12889452-26-DF NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below.

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This position is located in the Health Information Management section at the Alvin C York VA Medical Center, Murfreesboro, TN. Release of Information (ROI) technicians disclose health information in accordance with all laws and regulations governing authorization and disclosure of health information. MRTs at this grade level will serve as primary points of contact and accurately process and respond timely to complex medical legal requests, including but not limited to subpoenas, depositions, testimony, and court orders for information from attorneys, courts, local law enforcement agencies or public defenders. Serve as liaisons to Regional Counsel and US Attorney's office for trial cases. Compile the legal health record. Extensively research and resolve conflicting or inconsistent information related to complex medical legal requests.

Duties will include but not limited to:

1. 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).
2. Processes medical legal releases of information to attorneys and courts pertaining to Tort Feasor (Third Party Liability), Workman's Compensation, Labor and Industries and subpoenas. Screens and follows through on all incoming telephone calls from attorneys and insurance representatives regarding legal cases and requests under the Privacy Act, referring only problem cases to the Supervisor. Reviews and analyzes written and telephone requests to ascertain type of case to be developed. Develops and prepares cases for release to Regional Counsel and other appropriate parties.
3. Maintain files for all Privacy Act requests and subpoena cases for all cases being developed, processed or complete.
4. Compiles tort cases for the Regional Office. This requires extensive investigations to track down x-rays and health records to compile a complete health record.
5. Processes requests for Third Party Liability, Workman's Compensation, and Privacy Act cases for referral to Medical Cost Recovery and/or the Regional Counsel's Office.
6. Provides direct correct customer service to the Veteran, their Personal Representative or third party by providing copies of the Veteran's health information when a signed, written, request is received or upon the Veteran's valid authorization to a third party. Evaluates validity of each request. Determines which information is to be released in compliance with existing laws (Privacy Act of 1974, Title 5 United States Code (U.S.C.) 552a; Confidentiality of Drug Abuse, Alcoholism and Alcohol Abuse, Human Immunodeficiency Virus (HIV) Infection and Sickle Cell Anemia Health Records, 38 U.S.C. 7332; and the Health Insurance Portability and Accountability Act ( HIPAA), Title 45 Code of Federal Regulations ( CFR) Parts 160 and 164.
7. Receive and direct callers and visitors. Receives and/or gives out forms and assists visitors and/or callers with the completion of forms or documents. Responds to questions from patients concerning services. Provides advisory and technical assistance to patients, administrative staff and professional staff regarding release of information.
8. Search records or files to compose responses, including electronic searches, to retrieve and summarize hard-to-locate data. Locates materials that would verify information given.
9. Compose responses to routine requests for release of patient information. Selects and compiles information from health records and prepares correspondence, typically using standard form or standard formats for letters.

Work Schedule: Monday - Friday 7:30am - 4:00pm
Telework: Adhoc
Virtual: This is not a virtual position.
Functional Statement #: 71068-F
Recruitment Incentive (Sign-on Bonus): Not Authorized
Permanent Change of Station (Relocation Assistance): Not Authorized
Financial Disclosure Report: Not required

Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• 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 examination.
• 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:

• Citizenship. Be a citizen of the United States. (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with chapter 3, section A, paragraph 3g, of this part.)
• 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
  • 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.
• Creditable Experience. Experience is only creditable if it is paid or non-paid employment directly related to the position to be filled, or in a related field such as medical support assistants, ward clerks, health record file room/scanning technicians, incomplete health record analysis, medical coding, or other positions that included knowledge of the content and use of health records. To be creditable, the candidate's experience must have demonstrated the use of knowledge, skills, and abilities associated with current release of information practice. This experience does not have to be in federal service, however, non-federal experience must be equivalent to the GS-06 grade level.

In addition to the basic eligibility requirements, the below qualification requirements must be met at the grade in which you are applying.

Grade Determinations: GS-07, Medical Records Technician (ROI-Legal)

• Experience. One year of creditable experience equivalent to the next lower grade level.
• Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate all of the following KSAs:
  1. Knowledge of the laws and regulations related to the authorization and disclosure of health information.
  2. Ability to apply laws and regulations related to the disclosure of health information (e.g., Privacy Act, Freedom of Information Act, HIPAA, and 38 U.S.C.§ 7332, Confidentiality of Certain Medical Records).
  3. Ability to investigate the contents of paper and electronic health records and systems that contain health information to compile the legal health record based on existing standards and requirements.

References: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

Physical Requirements: The work is primarily sedentary. There is walking, bending and reaching required such as for filing or locating material, and carrying items such as reports, documents, and supplies. Entering data and word processing on a personal computer may result in physical problems from the effects of repetitive motion and eyestrain. A portion of each day is spent in the laboratory, sorting and preparing samples for testing, which involves periods of standing.

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.