Veteran Health Administration Medical Records Technician (ROI) in Austin, Texas

Announcement Number: AG-38-16-591-ROu-1784396-BU

Department: Department Of Veterans Affairs

Agency: Veterans Affairs, Veterans Health Administration

Position Info: Full Time

Location(s): Austin, TX

Open Period: 2016-08-25 to 2016-09-16

OverviewWho May Apply

Open to current permanent employees of Central Texas Veterans Health Care System and Veterans Canteen Service, Department of Veterans Affairs (DVA), and other Federal agencies.

Appointment Duration

Agency Employees Only

Job Status

Full Time

Agency Marketing Statement

Vacancy Identification Number (VIN): 1784396

OUR MISSION: To fulfill President Lincoln's promise – "To care for him who shall have borne the battle, and for his widow, and his orphan" – by serving and honoring the men and women who are America's Veterans. How would you like to become a part of a team providing compassionate care to Veterans?

Job Summary

The Department of Veterans Affairs - Central Texas Health Care System is located in Temple, Texas, which is centrally located between Austin and Dallas. It is one of the VA's largest integrated health care systems with facilities in Austin, Brownwood, Cedar Park, Palestine, Bryan-College Station and Waco. Texas has no State Income Tax.

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.

Key Requirements

  • Must pass pre-employment examination

  • Must be proficient in written and spoken English

  • Designated and-or Random Drug Testing required

  • Background and-or Security Investigation required

  • Selective Service Registration is required for males born after 12/31/1959.

DutiesMajor Duties

This position is located in the Privacy and Release of Information section at the Central Texas Veterans Health Care System (CTVHCS).Release of information (ROI) technician's duties cover many patient administrative functions that require prompt and expeditious action involving application of a wide variety of complex procedures and processes. Incumbent encounters daily and frequent personal and telephone contact with a variety of individuals, including physicians, nurses, and technical support staff, veterans, their families, and Veteran Service Office.Duties include, but are not limited to:

·Process 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).

·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 requests to the requesting agency or individual.

·Inputs all requests into the ROI computer package for logging and tracking of these requests.

·Receives and directs 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.

·Inquiries vary widely and information given requires explanation of office functions, describing specific requirements, providing basic instructions, or a similar degree of detail.

·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.

·Responds 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.

·Ensures the information released is limited to what is specifically authorized and to the person or agency.

·Duties in this position are primarily advisory and technical in nature.

·Incumbent is responsible for evaluating the adequacy of each completed authorization form.

·Screens each request for information to determine urgency and assures that most urgent requests are completed first using established priority systems.

·Personally greets Veterans /visitor, assisting them in determining the exact nature of the request and whether the information requested can be released.

Work Schedule:Monday-Friday 8:00 a.m. - 4:30 p.m.

Functional Statement Title/#: Medical Records Technician (ROI)/000000

This is a Bargaining Unit position.

Qualifications And EvaluationQualifications

Basic Requirements:

·Citizenship: Must be a U.S. Citizen


(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.


(2) Education. Two years above high school with a minimum of 12 semester hours directly related to MRT work (e.g., courses in medical terminology, anatomy & physiology, and introduction to health records).


(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 experience that indicates knowledge of medical terminology and general understanding of the health record and one year above high school with a minimum of six semester hours of health information technology courses.

(b) 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 may be substituted on a month-for-month basis for up to six months of experience provided the training program included courses in anatomy, physiology, and medical record techniques and procedures. Also requires six additional months of experience that indicates knowledge of medical terminology and general understanding of the health record.

·English Language Proficiency: Must be proficient in spoken and written English in accordance with VA Handbook 5005, part II, chapter 3, section A, paragraph 3j.

·Pre-employment Physical: Must pass a pre-employment physical examination.

Preferred Experience:Experience gained in working in a Release of Informationoffice setting, to include: customer service; advise and provide technical information; work with and knowledgeable of existing laws (Privacy Act of 1974, Freedom of Information Act, and Health Insurance Portability and Accountability Act); processing release of information requests; research, compiles and search records or files; work with health records; and prepares correspondence.

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.

Grade Determinations:

a.Creditable Experience

(1)Knowledge of Current Medical Record Technology.To be creditable, the candidate's experience must have demonstrated the use of knowledge, skills, and abilities associated with current health information or health record technology and/or cancer registry practice and may be paid or non-paid employment.

(2)Quality of Experience.Experience is only creditable if it is either directly related to the position to be filled or in a related field.Qualifying experience must also be equivalent to the next lower grade level.Experience satisfying this requirement must be active practice, which is paid/non-paid employment as a MRT.

GS-4 MRT (ROI) Entry Level

(a) Experience or Education. None beyond basic requirements.


Assignment. Employees at this level serve in entry level MRT (ROI) positions and receive close supervision from more experienced ROI staff members.

GS-5 MRT (ROI) Developmental Level


Experience. One year of experience equivalent to the next lower grade level or successful completion of four years of education above high school from an accredited college or university with a minimum of 24 semester hours in health information technology.


Demonstrated KSAs. In addition to the experience above, the candidate must demonstrate the following KSAs:


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.);


Knowledge of the Joint Commission requirements and/or health record documentation guidelines;


Ability to manage priorities and coordinate work in order to complete duties within required timeframes and ability to follow-up on pending issues.


Assignment. Employees at this grade level serve in developmental positions as MRTs (ROI) and receive guidance from more experienced staff members for more complex ROI procedures.

GS-6 MRT (ROI) Full Performance Level


Experience. One year of experience equivalent to the next lower grade level.


Demonstrated KSAs. In addition to the experience above, the candidate must demonstrate the following KSAs:


In-depth knowledge of the laws and regulations related to the authorization and disclosure of health information and ability to apply said laws and regulations related to the 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);


Ability to manage priorities and coordinate work in order to complete duties in an accurate and timely fashion;


Ability to follow up on pending issues in order to meet required response times; and


Ability to research and solve difficult questions related to release of health information in an accurate and timely manner.

(c)Assignment.This is considered the full performance level for ROI technician positions.ROI technicians at this level apply, interpret and analyze laws and regulations related to the disclosure of health information.Responsible for educating requestors on requirements for submitting requests for health information.Complete all requests for health information in accordance with applicable laws and regulations.

References:VA Handbook 5005, Part II, Appendix G35, Qualification for Medical Records Technician.


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.


Physical Requirements: The work is primarily sedentary and walking. The work requires the ability to handle multiple demands simultaneously in dealing with a wide variety of clients on a daily basis. Tasks will require prolonged use of computers. There are lengthy periods of sitting, interrupted by intervals of walking and climbing stairs about the medical center to make the many personal contacts required of this position.



Your application, résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

NOTE: The full performance level of this vacancy is GS-6. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-4 to GS-6. The Professional Standards Board (a peer-review group) will recommend the grade and salary for new appointments. For internal selectees being promoted, the board will determine grade and HR will determine step in accordance with policy.

How To Apply InformationHow To Apply

All applicants are encouraged to apply online.

To apply for this position, you must complete the View Occupational Questionnaire and submit the documentation specified in the Required Documents section below.

The complete application package must be submitted by 11:59 PM (EST) on Friday, September 16, 2016 to receive consideration.

  1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.

  2. Click Submit My Answers to submit your application package.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

To verify your application is complete, log into your USAJOBS account,, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.

To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

Required Documents

All applicants are required to submit the following supporting document type(s): ·Other (VA Form 10-2850c Application for Associated Health Occupations) ·Resume ·SF-50

Applicants may also submit the following supporting document type(s),which may not be required for all applicants:

·Cover Letter ·DD-214 ·Executive Core Qualifications (ECQs) ·OF-306 ·Other Veterans Document ·SF-15 ·Transcript

VA Form 10-2850c - Application for Associated Health Occupations (required). Available at the VA Forms website:

Please use this checklistto make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify),documentation to support Veterans Preference claims, etc. You will not be contacted for additional information.

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), or 10pt (CP/CPS, XPP, XP), or for Sole Survivor Preference (SSP), on the Occupational Questionnaire in the section(s) provided. A legible copy of your DD214(s) indicating character of service, disability certification, SF-15 (if claiming 10 pt. preference) or if you are currently serving on active duty and expected to be released or discharged within 120 days; documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), or dates of impending separation. Documentation is required for eligibility verification.

Faxing Applications or Supporting Documents: You are encouraged to apply online. Applying online will allow you to review and track the status of your application. If you are unable to apply online or unable to upload your supporting documents to your online application, follow the directions located at the following site: Fax Options. The Vacancy ID of the job opportunity announcement is 1784396.

NOTE: If you applied online and your application is complete, do not fax the paper application (1203-FX) as this will overwrite your prior online responses and may result in you being found ineligible.

What To Expect Next

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. During our review, if your résumé and application package do not support your questionnaire answers, we will adjust your rating accordingly. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email (if provided); otherwise, applicants will receive a notification letter via the U.S. Postal Service. 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 USAJOBS account and clicking on "Application Status." For a more detailed update of your status, click on "more information." Information regarding applicant notification points can be found in the USAJobs Resource Center.

Benefits And Other InformationBenefits

VA offers a comprehensive benefits package. This link provides an overview of the benefits currently offered:

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.

Other Information

The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion.The position may be filled by reassignment, change to lower grade, transfer, appointment or reinstatement.Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

This job opportunity announcement may be used to fill additional vacancies.

This position is in the Excepted Service and does not confer competitive status.