This position is located in the Health Information Management (HIM) section at the Columbia VA Healthcare System. Employees at this level
apply, interpret, and analyze laws and regulations related to the disclosure of health information. MRTs (ROI) are responsible for educating requestors on requirements for submitting requests for health information. They receive and validate authorization forms and requests for information and prioritize requests according to policies and regulations.
Learn more about this agency
U.S. Citizens, Nationals or those who owe allegiance to the U.S.
The Job is open to all US Citizens. NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below.
Major Duties Include:
- The incumbent processes all incoming requests to the facility for 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 (FOIA), and HIPAA.
- Ensures that proper authorization exists before release is made.
- Processes the request to the requesting agency or individual.
- Inputs all requests into the ROI software 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.
- 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.
- Composes responses 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 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.
- Processes Social Security requests for health information using ROI software.
- Downloads documents from the EHR, including scanned images, 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 and closes the requests in both the ROI and Social Security software.
- Completes and processes routine releases of information to other VA and Federal Agencies and when requested, to patients and their families, insurance representatives, physicians, hospitals, and city and state health agencies according to VA directives.
- Accurately enters all requests into the ROI software with necessary information for each request for health information.
- Completes necessary transactions for deposit of money collected from subpoenas, legal fees, and processing fees for release of information to individuals and insurance companies.
- All other duties as assigned.
Total Rewards of a Allied Health Professional
Work Schedule: 8:00am - 4:30pm, Monday - Friday
Recruitment Incentive (Sign-on Bonus): Not authorized
Permanent Change of Station (Relocation Assistance): Not authorized
Pay: Competitive salary and regular salary increases.
Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.
Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66
.
Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA
Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)
Telework: Not available
Virtual: This is not a virtual position.
Functional Statement #:62351F, 62348F, 62347F
Permanent Change of Station (PCS): Not authorized
- 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 (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.
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:
- 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.
- 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.
- Grandfathering Provision. All persons employed in VHA as a MRT (ROI) on the
effective date of this qualification standard are considered to have met all qualification
requirements for the grade held, including positive education and licensure/certification/
registration that are part of the basic requirements of the occupation. Employees who do
not meet all the basic requirements in this standard, but who met the qualifications
applicable to the position at the time they were appointed to it, the following provisions
apply:
- Such employees in an occupation that does not require a licensure/certification/
registration may be reassigned, promoted, or demoted within the occupation, but will
not be promoted beyond the journey level or placed in supervisory or managerial
positions.
- Employees who are appointed on a temporary basis prior to the effective date of the
qualification standard may not have their temporary appointment extended, or be
reappointed on a temporary or permanent basis, until they fully meet the basic
requirements of the standard.
- Employees initially grandfathered into this occupation, who subsequently obtain
additional education and/or licensure/certification/registration that meet all the basic
requirements of this qualification standard, must maintain the required credentials as
a condition of employment in the occupation.
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: In addition to meeting the Basic Requirements, the grade specific requirements and Knowledge, Skills and Abilities (KSAs) must be met as listed below as specified at each grade level.
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-6. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-4 to GS-6.
Physical Requirements: Physical aspects associated with work required of this assignment are typical for the occupation and would generally not require a pre-placement examination. 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/.
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.
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.
Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
You will be evaluated for this job based on how well you meet the qualifications above.
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.
To apply for this position, you must provide a complete Application Package which includes:
Special Note for Applications: To complete your application, please use the following link https://vacareers.va.gov/wp-content/uploads/sites/5/Resume.docx to download the standard Clinical Resume Document. This one-page document does not need to be modified and must be uploaded into the two-page restricted 'Resume' document upload field.
Your full resume/CV may be uploaded without page limitation into the 'Other' document upload field.
IMPORTANT:Your resume must be submitted in English and include the following information for each job listed:
- Job title Duties (be as detailed as possible)
- Month & year start/end dates (e.g. June 2007 to April 2008)
- Full-time or part-time status (include hours worked per week)
- Series and Grade, if applicable, for all Federal positions you have held
- Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail.
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.
- DD-214/ Statement of Service
-
Resume/CV
-
Professional Certification
-
Resume
-
Transcript
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below.
The complete application package must be submitted by 11:59 PM (ET) on 08/12/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/13005094.
- To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
- 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.
Vincent Sykes
Address
Columbia VA Health Care System
6439 Garners Ferry Road
Columbia, SC 29209
US
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.
Accepting applications
Location
1 vacancy in the following location:
No matching locations found.
Work site options
Relocation expenses reimbursed
No
Salary
$36,409 - $59,031 per year
Pay scale & grade
GS 6
Learn more about pay scale and grade
Pay scale and grade determines the salary of the job.
Travel Required
Not required
Appointment type
Permanent
Occupations and job series
- 0675 Medical Records Technician
Federal service type
This job is in the Excepted Service
Represented by a union
Yes
Security clearance
Not Required
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Jobs require a background check and some require a security clearance. The type depends on the job.
Financial disclosure required
No
Some jobs require financial disclosure to identify conflicts of interests.
Announcement number
CBTB-13005094-26-VES
