Lead Medical Records Technician (ROI)

This position is located in the Health Information Management (HIM) section at the Eastern Kansas VA Medical Center. The MRT (ROI) reviews and processes requests for patient protected health information (PHI) and 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 AND RESPONSIBILITIES: * 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). * Processes medico-legal releases of information to attorneys and courts pertaining to Tort Feasor (Third Party Liability), Workman's Compensation, Labor and Industries and subpoenas. * Screens and follows through on all incoming telephone calls from attorneys, insurance representatives, regarding legal cases and requests under the Privacy Act, referring only problem cases to the Supervisor. * Reviews and analyzes written and telephone requests to ascertain type of case to be developed. * Develops and prepares cases for release to District Counsel and other appropriate parties. * Contacts attorneys when necessary to obtain additional information necessary to develop the case. * Maintains files for all Privacy Act requests and subpoena cases alphabetically for all cases being developed, processed or complete. * Compiles tort cases for the Regional Office. * Processes requests for Third Party Liability, Workman's Compensation, and Privacy Act cases for referral to Medical Cost Recovery and/or the Regional Counsel's Office. * Receives and/or gives out forms and assists visitors and/or callers with the completion of forms or documents. * 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. * Searches records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate data. * Locates materials that would verify information given. * Reviews paper and electronic health records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and released. * Selects and compiles information from health records and prepares correspondence, typically using standard form or standard formats for letters. * Ensures information released is limited to what is specifically authorized and to the person or agency designated to receive it. Lead Duties: * Facilitates team or unit processes by working in collaboration with team members or employees to ensure that tasks are completed, that good working relationships among team members and with management are maintained, and that team priorities and goals, needs, and achievements are coordinated with management. * Performs lead functions over MRT (ROI) positions at the GS-4-6 grade levels. * Provides guidance and technical direction necessary for accomplishing the work of the unit or team. * Serves as work leader, assuring the work assignments of employees in the unit are carried out. * Distributes and balances workload and tasks among employees. * Assures the timely accomplishment of work assigned to the team. * Assures each team member has an integral role in developing the final product or providing the assigned service. * Communicates to the team the problem to be solved or program issues under review and coaches the team and/or individual team members in identifying the parameters of a viable solution. * Ensures the organization's "vision" is integrated into the team's goals, strategies, activity plans, and work products. * Ensures team members participate in both short-term and long-term planning stages of team projects. * Continually interacts with team members aimed at building consensus and to serve as negotiator and coach for coordination of team initiatives. * Monitors the status and progress of work and makes adjustments in accordance with established priorities. * Obtains assistance from the supervisor as needed for major issues or problems that arise. * Maintains records of work accomplishments. * Checks work in progress to see that supervisor's instructions have been met. Instructs employees in specific tasks and job techniques. * Trains team members in the accomplishment of tasks or projects. * Maintains current knowledge and answers questions from team members on procedures, policies, and directives. Provides expert advice on specific tasks, procedures, and policies. * Makes written instructions, reference materials, and relevant background material available. * Obtains needed information on decisions from the supervisor on major issues and problems that arise. * Resolves simple informal complaints of employees and refers more serious matters to the supervisor. * Makes recommendations to supervisor as requested concerning promotions, reassignments, recognition of performance and personnel needs. Work Schedule: 8:00am - 4:30pm, as determined by supervisor. Telework: Ad-Hoc Virtual: This is not a virtual position. Functional Statement #: 000000 Financial Disclosure Report: Not required

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