Supervisory Medical Records Tech
Work Schedule:
Monday- Friday 7:
30 am - 4:
30 pm Financial Disclosure Report:
Not required The supervisory MRT(ROI) generates workload reports, distributes pending workload to staff, and monitors completion status. The duties are required in order to provide oversight to a customer-focused, forward-thinking and efficiently managed operation. All health information and medical record functions are essential to the optimal operation of a federally owned and operated health care facility; the execution of some duties is written in and legislated by law. In the absence of the Chief of HIMS, serves as the Acting HIMS Chief. The Supervisor MRT ROI is responsible for:
Provides guidance and technical direction necessary for accomplishing the work of the unit or team. Planning, developing, implementing, coordinating, controlling, evaluating and adjusting program activities to better meet changing medical center and system needs Providing advice, assistance and guidance in response to questions or problems posed by Service Line Leaders and other System staff concerning policy determinations such as requirements of the computerized medical record, documentation requirements, release of information, privacy and confidentiality of information, transcription and document scanning. Providing technical advice and interpretation on the vast number of regulations which constitute the basic authority for health information management issues. Ensuring that patient records are established, accurately maintained, completed and available to health care personnel for patient care and other authorized uses. Assuring the privacy and confidentiality of medical records whether computerized or not; responsible for compliance with all Federal statutes, regulations and accrediting requirements regarding patient privacy and confidentiality. Establishing and maintaining release of information processes, including using the DSS ROI software to meet requirements for the Freedom of Information Act, the Privacy Act, the HIPAA Privacy Rule, Handbook 1605.1 and other Federal regulations. Maintains contact with VA Regional Counsel (VARO) in all matters relating to malpractice, subpoena actions and request for preparation of TORT records. Assist in performing 100% quality review of all TORT cases prior to sending records to VARO for litigation. Prepares weekly ROI and TORT record turnaround statistics. Developing strategies to consolidate paper medical records from both sites and proposing alternatives space and management processes for off site medical record file units. Managing the clinical transcription program which includes both onsite staff and vendor contracts. Developing training classes for assigned staff 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. 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). 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. 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). 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:
(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. 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). Preferred
Experience:
None Grade Determinations:
Supervisory Medical Records Technician (ROI) GS-8 (1) Experience. One year of creditable experience equivalent to the next lower grade level. (2) Assignment. For all assignments above the journey level, the higher-level duties must consist of significant scope, complexity (difficulty), range of variety, and be performed by the incumbent at least 25% of the time. This assignment performs supervision, administrative management, and direction of release of information staff, which includes GS-7 MRT (ROI-Legal), and lead MRT (ROI) positions. They have full supervisory responsibility, including preparing work assignments, monitoring the performance of release of information staff, evaluating employee performance, selecting staff, recommending awards and advancements, and taking disciplinary actions. The supervisory MRT(ROI) generates workload reports, distributes pending workload to staff, and monitors completion status. The employee ensures the timely release of health records in accordance with policies and procedures. They ensure compliance with accrediting agency and regulatory requirements and ensure corrective action is initiated, as needed. They work collaboratively with VA Regional Counsel to ensure health records related to malpractice, subpoenas, and tort cases are prepared and disclosed in a timely manner. The supervisory MRT (ROI) ensures orientation and competency assessments are conducted for all assigned staff. They develop policies and procedures, performance standards, and position descriptions, and/or functional statements. They are responsible for professional and administrative management of release of information staff. They maintain interdepartmental relations with other services to accomplish medical center goals. (3) 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. References:
VA Handbook 5005/123 December 10, 2019 PART II APPENDIX G58 II-G58-10 The full performance level of this vacancy is GS-08. Physical Requirements:
See VA Directive and Handbook 5019, Employee Occupational Health Service.
Estimated Salary: $20 to $28 per hour based on qualifications.
Monday- Friday 7:
30 am - 4:
30 pm Financial Disclosure Report:
Not required The supervisory MRT(ROI) generates workload reports, distributes pending workload to staff, and monitors completion status. The duties are required in order to provide oversight to a customer-focused, forward-thinking and efficiently managed operation. All health information and medical record functions are essential to the optimal operation of a federally owned and operated health care facility; the execution of some duties is written in and legislated by law. In the absence of the Chief of HIMS, serves as the Acting HIMS Chief. The Supervisor MRT ROI is responsible for:
Provides guidance and technical direction necessary for accomplishing the work of the unit or team. Planning, developing, implementing, coordinating, controlling, evaluating and adjusting program activities to better meet changing medical center and system needs Providing advice, assistance and guidance in response to questions or problems posed by Service Line Leaders and other System staff concerning policy determinations such as requirements of the computerized medical record, documentation requirements, release of information, privacy and confidentiality of information, transcription and document scanning. Providing technical advice and interpretation on the vast number of regulations which constitute the basic authority for health information management issues. Ensuring that patient records are established, accurately maintained, completed and available to health care personnel for patient care and other authorized uses. Assuring the privacy and confidentiality of medical records whether computerized or not; responsible for compliance with all Federal statutes, regulations and accrediting requirements regarding patient privacy and confidentiality. Establishing and maintaining release of information processes, including using the DSS ROI software to meet requirements for the Freedom of Information Act, the Privacy Act, the HIPAA Privacy Rule, Handbook 1605.1 and other Federal regulations. Maintains contact with VA Regional Counsel (VARO) in all matters relating to malpractice, subpoena actions and request for preparation of TORT records. Assist in performing 100% quality review of all TORT cases prior to sending records to VARO for litigation. Prepares weekly ROI and TORT record turnaround statistics. Developing strategies to consolidate paper medical records from both sites and proposing alternatives space and management processes for off site medical record file units. Managing the clinical transcription program which includes both onsite staff and vendor contracts. Developing training classes for assigned staff 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. 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). 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. 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). 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:
(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. 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). Preferred
Experience:
None Grade Determinations:
Supervisory Medical Records Technician (ROI) GS-8 (1) Experience. One year of creditable experience equivalent to the next lower grade level. (2) Assignment. For all assignments above the journey level, the higher-level duties must consist of significant scope, complexity (difficulty), range of variety, and be performed by the incumbent at least 25% of the time. This assignment performs supervision, administrative management, and direction of release of information staff, which includes GS-7 MRT (ROI-Legal), and lead MRT (ROI) positions. They have full supervisory responsibility, including preparing work assignments, monitoring the performance of release of information staff, evaluating employee performance, selecting staff, recommending awards and advancements, and taking disciplinary actions. The supervisory MRT(ROI) generates workload reports, distributes pending workload to staff, and monitors completion status. The employee ensures the timely release of health records in accordance with policies and procedures. They ensure compliance with accrediting agency and regulatory requirements and ensure corrective action is initiated, as needed. They work collaboratively with VA Regional Counsel to ensure health records related to malpractice, subpoenas, and tort cases are prepared and disclosed in a timely manner. The supervisory MRT (ROI) ensures orientation and competency assessments are conducted for all assigned staff. They develop policies and procedures, performance standards, and position descriptions, and/or functional statements. They are responsible for professional and administrative management of release of information staff. They maintain interdepartmental relations with other services to accomplish medical center goals. (3) 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. References:
VA Handbook 5005/123 December 10, 2019 PART II APPENDIX G58 II-G58-10 The full performance level of this vacancy is GS-08. Physical Requirements:
See VA Directive and Handbook 5019, Employee Occupational Health Service.
- Department:
0675 Medical Records Technician - Salary Range:
$49,390 to $64,207 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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