MEDICAL RECORDS TECH (ROI)

About the role

This Medical Records Technician (ROI) position is located within the Business Office at the Bedford VA Healthcare System, located in Bedford, Massachusetts. The position is full-time at 40 hours per week.

What you will do

• Total Rewards of a Allied Health Professional This position is located in the Health Information Management (HIM) section at the VA Medical Center.
• The MRT (ROI) reviews and processes requests for patient protected health information (PHI).
• The MRT (ROI) also provides direct customer service to the Veteran (or third party), by providing copies of the Veteran's PHI, when a signed, written request is received, or upon the Veteran's valid authorization to a third party.
• Major duties include, but are not limited to: Evaluating the adequacy of each completed authorization form.
• Screens each request for information to determine urgency and assures that most urgent requests are completed fist using established priority systems.
• Applies public laws, rules, regulations and exclusions governing confidentiality of the medical record, including the Privacy Act, Freedom of Information Act and 38 U.S.C.
• 7332 governing the release of records containing information regarding the treatment of or referral for drug and/or alcohol abuse, Sickle Cell Anemia and infection with Human Immunodeficiency Virus (HIV).
• 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), referring only problem cases to the Supervisor.
• 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.
• 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.
• Inquiries vary widely and information given requires explanation of office functions, describing specific requirements, providing basic instructions, or a similar degree of detail.
• Reviews paper and computerized health records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and released.
• Ensures the information released is limited to what is specifically authorized and to the person or agency designated to receive it.
• Composes detailed explanations in response to correspondence received, arranging information into logical sequence and appropriate format and choosing appropriate words and expressions to convey the desired tone.
• Determines extent and tone of replies independently.
• Resolves conflicting or inconsistent information found on initial requests.
• Replies to vague, incomplete, or ambiguous inquires by independently recognizing issues, topics or problems.
• Inquiries are usually presented by patients or third parties who are not sure what information they are looking for or do not know how to identify it by title.
• Finds alternative sources of information on which to base a reply when correspondent has provided sketchy or inaccurate information.
• Processes Social Security requests for health information using ROI software.
• Downloads VistA Imaging documents and ROI software documents onto a secure Network Drive.
• Accesses the secured Social Security Web page and uploads the documents to the Web portal.
• Transfers the confirmation codes to the ROI software package and closes the requests in both the ROI and Social Security packages.
• Completes necessary transactions for deposit of money collected from subpoenas, legal fees, and processing fees for release of information to individuals and insurance companies.
• Work Schedule: Monday -Friday 7:00am-3:30pm Recruitment/Relocation Incentives (Sign-on Bonus): Not Authorized Permanent Change of Station (Relocation Assistance): Not Authorized Telework: Not Authorized Virtual: This is not a virtual position.
• Functional Statement #: F04794, F04795, F04796 Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not Required Notifications: Due to a critical staffing shortage, 38 U.S.C. § 7412 waives the requirement to apply Veterans' preference for this job announcement.
• Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action).
• The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted).
• In some cases, more than one SF-50 may be required to show a higher grade previously held.
• This position is covered by locality-based comparability pay.
• Narrative responses to the knowledge, skills and abilities (KSAs) may be required from the selectee in order to proceed with the appointment.

Requirements

• 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 (***).
• 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.

Education

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: ***

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: ***

How you will be evaluated

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.

Documents you must provide

• To apply for this position, you must provide a complete Application Package which includes: Your resume must include the following information each job listed: 1.
• Duties (be as detailed as possible) 3.
• Month & year start/end dates (e.g. June 2007 to April 2008) 4.
• Full-time or part-time status (include hours worked per week) Please be aware that your answers will be verified against information provided on your résumé.
• Be sure that your résumé clearly supports your responses to all of the questions by addressing your work experience in detail.
• An incomplete application will receive a rating of IFFM (ineligible due to missing forms).
• Requests for reconsideration will not be considered for applicants who fail to submit a complete application package.
• We cannot be held responsible for incompatible software or fax transmissions.
• The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position.
• Please ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc. SF-50, Notification of Personnel Action (for Eligibility):You must attach your most recent, non-award SF-50.
• This SF-50 should not be more than a year old and must show your current position, grade and step.
• Award SF-50's typically do not provide sufficient information and will not be accepted if they do not include Grade and Step.
• Examples of appropriate SF-50's include Within grade increases at the highest grade held Promotions with an effective date more than one year old SF-50's at the highest grade held with an effective date more than one year old IF YOU HAVE ANY QUESTIONS REGARDING YOUR SF-50, PLEASE REACH OUT TO THE HR SPECIALIST LISTED ON THE ANNOUNCEMENT BEFORE THE CLOSING DATE.
• NO EXCEPTIONS WILL BE MADE FOR IMPOPER PAPERWORK.
• Applications are accepted online.
• Applying online will allow you to review and track the status of your application.
• Veterans' preference does not apply for internal or other current permanent Federal agency employees.
• Cover Letter Long-form resume/Curriculum vitae (CV) Other (1) SF-50/ Notification of Personnel Action Transcript

What to expect next

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met.

After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center. NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service.

HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities.

HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities.

HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

Additional information

Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience.

This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions.

Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. Note: Due to a critical staffing shortage, 38 U.S.C. § 7412 waives the requirement to apply Veterans' preference for this job announcement. This job opportunity announcement may be used to fill additional vacancies.

This position is in the Excepted Service and does not confer competitive status. VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer.

For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.