Medical Records Technician – Release of Information (ROI)

Processes and releases protected health information (PHI) in compliance with HIPAA, the Privacy Act, FOIA, and VA/VHA directives. The role validates authorization, safeguards sensitive records, documents disclosures, and meets strict timeliness standards.

Key responsibilities

• Review and validate ROI requests for completeness, authorization validity, and compliance.
• Process disclosures using VistA, CPRS, eROI+, VistA Imaging Capture, and related VA tools.
• Use the SSA ERE portal as required and request archived records via VA records systems when needed.
• Prepare and send correspondence such as cover letters and status updates to requestors.
• Scan and upload date-stamped requests and documentation into CPRS/VistA Imaging in a timely manner.
• Maintain accurate logs and audit trails in eROI+.
• Coordinate with the Privacy Office, HIM, providers, billing, legal, and VBA as needed.
• Escalate ambiguous or questionable requests to appropriate VA stakeholders.

Performance expectations

• Routine requests released within 20 business days, with greater than 95% compliance; must not exceed 40 business days.
• At least 95% accuracy in disclosures and categorization, with 100% compliance with privacy and security requirements.
• Maintain required VA trainings annually, including Privacy, HIPAA, Security, and Rules of Behavior.