Clarification from the agency

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 AND RESPONSIBILITIES:

• 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).
• Processes medico-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, 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 District Counsel and other appropriate parties.
• Contacts attorneys when necessary to obtain additional information necessary to develop the case.
• Maintains files for all Privacy Act requests and subpoena cases alphabetically for all cases being developed, processed or complete.
• Compiles tort cases for the Regional Office.
• 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.
• Receives and/or gives out forms and assists visitors and/or callers with the completion of forms or documents.
• Provides advisory and technical assistance to patients, administrative staff, and professional staff regarding release of information.
• Inquiries vary widely and information given requires explanation of office functions, describing specific requirements, providing basic instructions, or a similar degree of detail.
• Searches records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate data.
• Locates materials that would verify information given.
• 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.
• Selects and compiles information from health records and prepares correspondence, typically using standard form or standard formats for letters.
• Ensures information released is limited to what is specifically authorized and to the person or agency designated to receive it.

Lead Duties:

• Facilitates team or unit processes by working in collaboration with team members or employees to ensure that tasks are completed, that good working relationships among team members and with management are maintained, and that team priorities and goals, needs, and achievements are coordinated with management.
• Performs lead functions over MRT (ROI) positions at the GS-4-6 grade levels.
• Provides guidance and technical direction necessary for accomplishing the work of the unit or team.
• Serves as work leader, assuring the work assignments of employees in the unit are carried out.
• Distributes and balances workload and tasks among employees.
• Assures the timely accomplishment of work assigned to the team.
• Assures each team member has an integral role in developing the final product or providing the assigned service.
• Communicates to the team the problem to be solved or program issues under review and coaches the team and/or individual team members in identifying the parameters of a viable solution.
• Ensures the organization's "vision" is integrated into the team's goals, strategies, activity plans, and work products.
• Ensures team members participate in both short-term and long-term planning stages of team projects.
• Continually interacts with team members aimed at building consensus and to serve as negotiator and coach for coordination of team initiatives.
• Monitors the status and progress of work and makes adjustments in accordance with established priorities.
• Obtains assistance from the supervisor as needed for major issues or problems that arise.
• Maintains records of work accomplishments.
• Checks work in progress to see that supervisor's instructions have been met. Instructs employees in specific tasks and job techniques.
• Trains team members in the accomplishment of tasks or projects.
• Maintains current knowledge and answers questions from team members on procedures, policies, and directives. Provides expert advice on specific tasks, procedures, and policies.
• Makes written instructions, reference materials, and relevant background material available.
• Obtains needed information on decisions from the supervisor on major issues and problems that arise.
• Resolves simple informal complaints of employees and refers more serious matters to the supervisor.
• Makes recommendations to supervisor as requested concerning promotions, reassignments, recognition of performance and personnel needs.

Work Schedule: 8:00am - 4:30pm, as determined by supervisor.
Telework: Ad-Hoc
Virtual: This is not a virtual position.
Functional Statement #: 000000
Financial Disclosure Report: Not required

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.

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:

Experience:

• One year of creditable experience equivalent to the next lower grade level GS-6.
• 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.

OR

Experience and Education:

• 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.

OR

Education:

• An associates 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).

In addition to the experience above, the candidate must demonstrate all of the following KSAs:

i. Ability to work with a team to provide technical guidance, plan, organize, and coordinate activities of release of information to effectively complete job assignments (i.e., distributing workload, monitoring the status and progress of work, monitoring accuracy of work, and ensuring required timelines are met.);
ii. Knowledge of the laws and regulations related to the authorization and disclosure of health information;
iii. Ability to effectively communicate, both orally and in writing, to meet program objectives;
iv. Ability to prepare reports in various formats and present data to various organizational levels; and
v. Ability to provide or coordinate staff development and training.


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

Physical Requirements: Physical aspects associated with work required of this assignment are typical for the occupation and would generally not require a pre-placement examination.

RESUME REMINDER- Your resume must include the following information for each job listed: Job title Duties (be as detailed as possible) Month & year start/end dates (e.g. June 2007 to April 2008) Full-time or part-time status (include hours worked per week) Series and Grade, if applicable, for all Federal positions you have held. Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail. Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications. To ensure you receive appropriate consideration, please list the duties you performed under each individual job title. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. We cannot make assumptions regarding your qualifications.

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.