Supervisory Medical Records Technician (ROI/ File Room)

This position is located in the Health Information Management (HIM) section at the W.G. (Bill) Hefner VA Medical Center. The primary purpose of this position is the supervision of the Medical Records Scanning Unit and Release of Information of the Health Information Management Section. The position supervises and coordinates work of the File Room, Centralized Scanning Units, and Release of Information.

Duties include but are not limited to:

• The incumbent collects, analyzes and evaluates complex data as requested by their supervisor and/or upper management and provides meaningful reports that may include workload, productivity, quality, and timeliness of service results as well as remedial action taken and suggestions to improve and area not meeting the needs of this medical center.
• The incumbent may assume responsibility of the Health Information Management Section in the absence of the Chief and Assistant Chief, including attendance at VA Health Care System's meetings as the HIMS representative.
• The incumbent provides education and training and is a subject matter expert for the subordinate Charlotte Health Care Center (HCC) and Kernersville Health Care Center with matters related to scanning and release of information.
• The incumbent reports Salisbury Medical Center and HCC information/data on a weekly or monthly basis, or as required, to VISN 6 and HIMS Program Office regarding any scanning or ROI backlog with a corrective action.
• Incumbent assures all written correspondence prepared for the signature of the Section Chief or Service Chief is accurate, timely and grammatically correct. Assures written reports are timely, accurate, understandable, and logically organized.
• Conducts staff meetings regularly (at least monthly) and submits minutes for approval to the Chief, HIM Section or designee.
• Maintains, monitors, and conducts reviews to ensure all staff resources are appropriately distributed and utilized.
• Ensures that leads provide continuous training to staff to ensure all programs are operating in a timely and efficient manner.
• Interacts with patients, co-workers, supervisors and visitors to the medical center, displays a caring, helpful attitude and a willingness to be of assistance in resolving issues of concern.
• Incumbent manages, plans for, organizes, administers, and directs how the support services work will be accomplished for the organizations served.
• Responsible for maintaining record tracking system and requesting and returning records to the VHA Record Retirement facility and contracted storage facility.
• Ensure quality images are collected via scanning, indexing the data capture through PC and CPRS/VISTA interface software programs, and confirming information interchange.
• The incumbent coordinates with other services for new forms to be scanned, required indexing, and timely availability of scanned paper medical records.
• Performs monthly quality assurance reviews on a random sample of all documents scanned.

Work Schedule: Full-time, Monday - Friday, 8:00 am - 4:30 pm
Telework: Not Available
Virtual: This is not a virtual position.
Functional Statement #: 000000

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.
• 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:
• (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).

Grade Determinations:
Supervisory Medical Records Technician (ROI), GS-8
Experience. One year of creditable experience equivalent to the next lower grade level.
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.
Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate all of the following KSAs:

• Ability to develop policy and provide workload analysis for release of information.
• Skill in interpersonal relations and conflict resolution.
• Ability to provide or coordinate staff development and training.
• 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: Experience with the release of information and scanning processes. Knowledge of VHA ROI and scanning policies, HIPAA regulations and compliance standards.

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.

Physical Requirements: See VA Directive and Handbook 5019, Employee Occupational Health Service.

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/.

• You must be a U.S. Citizen to apply for this job.
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the 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.