Description:
Duties include but not limited to the following:
- Prepares, composes, manage, oversee and coordinate the processing of all incoming requests that pertain to the Privacy Act, Freedom of Information Act and Health Insurance Portability and Accountability Act.
- Screens and follows through on all incoming telephone calls from attorneys, insurance companies, 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.
- Compiles Tort Feas or cases for the Office of Regional Counsel. This requires extensive investigations to track down x-rays and medical records to compile a complete medical record.
- Contacts all VA's and have them make a CD of all of the photocopied/printed/ written/ to electronic media information, including digital x-rays. All paper records are arranged in date order and numbered.
- Educates employees to evaluate. validity of each request.
- Performs quality assurance activities to determine information to be released is in compliance with existing laws (Privacy Act of 1974, Freedom of Information Act, and Health lnsurance Portability and Accountability Act).
- Oversees the processing of requests to the requesting agency or individual.
- Provides oversight for the handling Of all complex requests and those having legal implications.
- Assures all subpoenas/court orders and FOJA request are handled in a timely manner.
- Reviews paper and computerized medical records (i.e., scanned notes, reports, special test, etc.) to identify material to be photocopied/printed/written to electronic media and released.
- Reviews information to be released for completeness, signatures, etc. by reading material and checking request for release of information, ensuring that information being released is limited to material requested and conforms to VA directives and policies.
- Maintains the computerized logging/tracking system for all requests- for health information by entering the information ·sent and completion date entered into the DSS/ROI computer package.
- Ensures all documents requested to be placed on a compact disk, are processed in a timely manner.
- Distributes and balances workloads and tasks among employees.
- Assures the timely accomplishment of work assigned to the section. Assures each employee has an integral
- role in providing the assigned task.
- Communicates to the employees the problems to be solved under review, and coaches the individual employees in identifying the parameters of a viable solution.
- Ensures the organization's vision is integrated into the team goals, strategies, activity plans, and work
- products.
- Continuously interacts with employees aimed at building consensus and to serve as a negotiator and coach for coordination of employees initiatives. Makes day to day adjustment in work assignments, and order supplies needed for the operation of the section.
- Runs monthly status reports in the DSS software package for privacy act requests that are open, pending, closed granted, closed partial, closed denied and other nondisclosures for tracking productivity of all assigned employees.
- Contacts professional staff to obtain information necessary to respond to request when not readily available in the records.
- 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 may arise.
- Estimate and reports on expected milestones for completion of tasks.
- Communicates .employee's success in meeting group performance goals, evaluates assessments by customers, and reports progress to supervisor. Checks work in progress to see that the supervisor's instructions· have been met. Instruct employees in specific job tasks and
- techniques.
- Responsible, under the Supervisor, for all initial and refresher training with the ·section.
- Provides the Section with all. updates to directives, policies and procedures that are received from the Supervisor.
- Reports to the supervisor on individual performance, progress, and training needs of the employees and on any performance problems.
- Resolve simple informal complaints of employees and refers more serious matters to the supervisor.