Supervisory Medical Records Technician (ROI)

This position is located in the Health Information Management section at the Central Texas Veterans Healthcare System in Temple, Texas. The Supervisory MRT (ROI) reviews and processes requests for patient protected health information (PHI). The Supervisory MRT (ROI) also provides direct customer service to the Veteran or third party, by providing copies of the Veteran's PHI upon receipt of a signed, written request or valid authorization. Total Rewards of a Allied Health Professional Oversees daily operations of the Release of Information (ROI) unit within the Health Information Management (HIM) section. Reviews and processes requests for patient protected health information (PHI). Provides direct customer service to the Veteran (or third party) by providing copies of the Veteran's PHI upon receipt of a signed, written request or valid authorization. Ensures only the information specified by the Veteran is released and shared only with authorized individuals or those with legal authority to receive it. Possesses expertise in all applicable Federal laws, rules, and regulations regarding release of health information. Performs supervision, administrative management, and direction of release of information staff, including GS-7 MRT (ROI-Legal) and Lead MRT (ROI) positions. Prepares work assignments, monitors performance, evaluates employee performance, selects staff, recommends awards and advancements, and takes disciplinary actions. Generates workload reports, distributes pending workload, and monitors completion status. Ensures timely release of health records in accordance with policies and procedures. Ensures compliance with accrediting agency and regulatory requirements, implementing corrective action when needed. Works collaboratively with VA Regional Counsel to ensure health records related to malpractice, subpoenas, and tort cases are prepared and disclosed promptly. Ensures orientation and competency assessments are conducted for all assigned staff. Develops policies and procedures, performance standards, position descriptions, and functional statements. Maintains interdepartmental relations with other services to accomplish medical center goals. Coordinates record retrieval and transfers to other VA facilities to ensure continuity of patient care and release of information. Assists with quality review of tort cases prior to sending records to VA Regional Counsel for litigation. Prepares weekly ROI and TORT record turnaround statistics. Monitors workload and production of staff, addressing issues to meet deadlines and ensure accuracy of work completed. Ensures work quality and productivity levels are appropriate. Provides guidance and technical direction necessary to accomplish the work of the unit. Reviews work accomplished and assesses quality, quantity, accuracy, and timeliness of work produced by each employee. Develops performance standards, conducts performance evaluations, and conducts competency assessments. Informs employees about important aspects of personnel management programs. Interviews new employees, recommends selections, and carries out training, development, awards, or disciplinary action. Approves leave and establishes work schedules. Implements provisions of EEO programs to ensure fair and equal treatment. Prepares requests and recommendations for promotions, reassignments, status changes, or recognition of outstanding performance. Prepares and submits functional statements for new positions, clarification, or updates. Receives formal grievances and resolves those manageable at the first supervisory level; proposes disciplinary actions when required. Ensures privacy policies and procedures are followed per applicable federal laws including the Privacy Act, FOIA, HIPAA, and AMIE. Maintains contact with VA Regional Counsel regarding malpractice, subpoena actions, and TORT record preparation. Work Schedule: Monday • Friday, 8:00am • 4:30pm. Recruitment/Relocation Incentives (Sign-on Bonus): Not Authorized Permanent Change of Station (Relocation Assistance): Not Authorized 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: Not Available Virtual: This is not a virtual position. Functional Statement #: 50393-F Permanent Change of Station (PCS): Not Authorized 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: Proficient in spoken and written English as required by 38 U.S.C. 7402(d) and 7407(d). Experience and/or Education: (1) Experience. One year of experience that indicates knowledge of medical terminology and general understanding of the health record. Six months of the required one year of experience must have provided the knowledge, skills and abilities (KSAs) needed to perform MRT 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 experience and education are qualifying. The following educational/training substitutions are appropriate for combining education and 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- 3 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: Supervisory Medical Records Technician (ROI), GS-8 (1) Experience. One year of creditable experience equivalent to the next lower grade level. (2) Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate all of the following KSAs: (a) Ability to develop policy and provide workload analysis for release of information. (b) Skill in interpersonal relations and conflict resolution. (c) Ability to provide or coordinate staff development and training. (d) Ability to provide the full range of supervisory duties, to include responsibility for assignment of work to be performed, performance evaluation, selection of staff, recommendations of awards, advancements, and disciplinary actions. Preferred Experience: Over one year of experience working in Release of Information Over one year of experience working with electronic medical records Medical terminology Organizational skills Ability to work under pressure/multitask Phone Etiquette Customer service skills Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. The full performance level of this vacancy is GS 8. The actual grade at which an applicant may be selected for this vacancy is GS 8. Physical Requirements: See VA Handbook 5019. 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 identification 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. IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: If your school has changed names, or is no longer in existence, you must provide this information in your application. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.