Clarification from the agency

Open to all U.S Citizens, Veterans preference applies.

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• Provides direct 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. The incumbent is responsible for evaluating the adequacy of each completed authorization form. Screens each request for information to determine urgency and ensures that most urgent requests are completed first using established priority systems. Personally, greets Veterans/visitors and assists them in determining the exact nature of the request and whether the information requested can be released.
• Applies public laws, rules, regulations and exclusions governing confidentiality of the
  health record, including The Privacy Act of 1974, Title 5 United States Code (U.S.C.) §
  552a; Department of Veterans Affairs (VA) Claims Confidentiality Statute, 38 U.S.C. §
  5701; 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.
• The incumbent processes all incoming requests to the facility for ROI along with the
  information required by the VA Regional Office through the Automated Medical
  Information Exchange (AMIE), referring only problem cases to the Supervisor. For sites
  that have transitioned to the modernized electronic health record (EHR), the Access HIM Request Management solution is utilized for processing VBA 7131 requests.
• Receives and directs callers and visitors. Receives and/or gives out forms and assists
  visitors and/or callers with completing 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. Inquiries
  vary widely, and information given requires explaining office functions, describing
  specific requirements, providing basic instructions, or providing a similar degree of
  detail.
• Resolves conflicting or inconsistent information found on initial requests. This involves
  dealing with patients and/or third parties to resolve discrepancies, sort out errors,
  reconstruct past transactions, cases, or events, or find alternative sources of
  information.
• Processes Social Security requests for health information using ROI software.
  Downloads documents from the EHR, including scanned images, onto a secure
  Network Drive. Accesses the secured Social Security Web page and uploads
  documents to the Web portal. Transfers the confirmation codes to the ROI software and
  closes the requests in both the ROI and Social Security software.
• 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. Processing must be accomplished within established time standards.
  Ensures only the information authorized to be released for the timeframe requested is
  included in the disclosure. Accurately enters all requests into the ROI software with the
  necessary information for each request for health information. Completes necessary
  transactions for depositing money collected from subpoenas, as well as legal fees and
  processing fees for releasing information to individuals and insurance companies.

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.
• You may be required to serve a probationary period.
• 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).

Qualifications

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.
• 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:
    • 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.
    • 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.
• English Language Proficiency. MRTs (ROI) must be proficient in spoken and written English, as required by 38 U.S.C. § 7403(f)

• Experience or Education. None beyond basic requirements

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

• 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:
  • (a) 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).
  • (b) 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.
  • (c) Ability to apply policies, procedures, laws, and regulations governing privacy and release of information to process requests for release of information.
  • (d) 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.

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.