Medical Records Administrator

Summary

The Chief, Health Information Management Section, Business Office is a Registered Health Information Administrator who is charged with full responsibility, both technical and administrative, for the daily operation of the Health Information Management Section which consists of all functions of medical record activities related to coding, analyzing, and release of information, transcription, file room and scanning programs.

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Duties

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The incumbent serves as the Chief, Health Information Management Section, Business Office provides expertise, guidance and direction and has responsibilities relative to providing supervision, administrative support, coordination, and technical assistance in the planning, development and maintenance of an effective, comprehensive, and integrated HIM Program at this Medical Center.

Major duties include, but are but not limited to:

• Provides technical and managerial expertise relative to health information management. This includes recommendations regarding organizational structure, workflow, section policy, interpretation of section objectives, and methods of staffing within the section. Implements recommendations and exercises immediate supervisory authority over the Coding Unit, File/ Scanning unit, and Release of Information Unit. Has knowledge of statistics to assess patient workload and establish quality controls.
• Evaluates Patient Treatment File (PTF) data validation program to include a qualitative review and evaluation of the clinical as well as administrative information reported into the PTF system with analysis and recommendations for corrective action. Responsible for timely and complete submission of all quarterly census patients, and for the PTF abstracts which have a monthly close-out date with an annual hard close-out date for the fiscal year to the Austin Automation Center (AAC) National Patient Care Database (NPCD).
• Advises Medical Record Technicians (MRT) in problem areas about quantitative and qualitative analysis of medical records and determines acceptability of content. Consults with physicians and other clinicians regarding record deficiencies as appropriate.
• Coordinates and updates the Quality Management program for HIMS. Joint Commission and VA standards require a quality management program, which includes medical record audits based on input from the Medical Records Committee, quality improvement staff and medical staff. Audits will consist of review files. Develops and maintains collaborative relationships with Physicians, Service Chiefs, and other medical center staff at all organizational levels.
• Responsible for determining the need for and extent of training personnel outside HIMS regarding the medical records and its format. May be required to develop training materials and continuing education programs. Training programs developed and conducted by employee may include medical terminology, Evaluation and Management Code assignment, medical record documentation requirements, Release of Information, Privacy Act and HIPAA instructions. Assistance is also provided in formal and informal service training and orientation of house staff as well as other members of the health care team regarding medical record functions and quality content.
• Assist physicians and other health professionals in obtaining medical record information to be used in research projects. Advises on what material is available, how it may be obtained and the uses that can be made of the information while protecting the confidentiality of the record.
• Provides technical guidance to the unit supervisors and lead clerks while providing support of each unit in the absence of the section supervisor. Provides expertise in subpoenas, court orders, advance directives, Privacy Act, Freedom of Information Act, and general release of information as well as other medical legal issues.
• Work is of an analytical, evaluative, and creative nature, and incumbent responsible for keeping abreast of changes that are constantly being made in the health information field as well as allied medical fields and applying the information and knowledge gathered to the operations of the hospital.

Work Schedule : Monday - Friday; 7:30am - 4:00pm

Telework : Available - AD-HOC as determined by the agency policy.

Virtual: This is not a virtual position.

Functional Statement # : 688-25115-F

Relocation/Recruitment Incentives : Authorized

Permanent Change of Station (PCS): Not Authorized

Requirements

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Conditions of employment

• 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 ( 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.
• Must pass pre-employment physical evaluation.
• 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.

Qualifications

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 :

• Citizenship. Candidates must be a citizen of the United States. Non-citizens may be appointed when it is not possible to recruit qualified candidates in accordance with 38 U.S.C. § 7407(a).
• Education or Experience.

1. Experience. Three years of creditable experience in the field of medical records that included the preparation, maintenance, and management of health records and health information systems demonstrating a knowledge of medical terminology, medical records procedures, medical coding, or medical, administrative, and legal requirements of health care delivery systems.
2. Education. Successful completion of a bachelor's degree or higher from an accredited college or university recognized by the U.S. Department of Education, with a major field of study in health information management, or a related degree with a minimum of 24 semester hours in health information management or health information technology.
3. Experience/Education Combination. Equivalent combinations of creditable experience and education that equals 100 percent may be used to meet basic requirements. For example, two years above high school from an accredited college or university, with 12 semester hours in health information technology/health information management, plus one year and six months of creditable experience that included the preparation, maintenance, and management of health records and health information systems meets an equivalent combination.

• Certification. Persons hired or reassigned to MRA positions in the GS-0669 series in VHA must meet one of the following:

1. Coding Certification through AHIMA or AAPC. OR
2. HIM Certification through AHIMA. OR
3. Health Data Analyst Certification through AHIMA.

• English Language Proficiency: Must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).

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 Requirements: Medical Records Administrator (Chief (CHIM)), GS-13: In addition to the basic requirements for employment, the following criteria must be met when determining the grade of candidates:

Experience: One year of creditable experience equivalent to the next lower grade (GS-12*) level that demonstrates the KSAs described at that level.

*Examples of duties at the GS-12 include, but are not limited to: Skill in managing various projects and processes, which includes the ability to develop new or improved solutions to complex technical problems in health information management; Ability to advise management and staff [on a wide range of health information management practices based on current industry standards, policies, statutes, laws, and regulations; Ability to plan, justify, develop, evaluate, assess, monitor, and/or advise on current health information management processes, and recommend changes in policies or procedures; Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines, and accrediting bodies as they apply to health information management.; Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment); Ability to provide the full range of supervisory duties to include assignment of work, completing performance evaluations, selection of staff, and recommendation of awards, advancements, and disciplinary actions.

AND

Certification: Employees at this level must have a HIM Certification.

AND

Demonstrated Knowledge, Skills, and Abilities:

• Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management.
• Ability to provide sound, technical guidance to staff at various levels about major program, legal, or procedural changes related to health information management.
• Skill in revising facility policies and procedures to improve health information management services and to evaluate, modify, and/or adapt new methods to meet regulatory requirements.
• Skill in analyzing complex data, interpreting, and trending results for effective management of the HIM program.
• Skill in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring of HIM processes.
• Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.

Reference: For more information on this qualification standard, please visit

The full performance level of this vacancy is GS-13.

Physical Requirements: The physical requirements are typically light to sedentary. They primarily involve prolonged periods of computer work, walking, lifting light items such as files, and standard office mobility.

Education

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: 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:

Additional information

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.

Whole Health is an approach to health care that empowers and equips people to take charge of their health and well-being and live their life to the fullest. The VA is committed to Whole Health and values Veteran and Employee health and wellbeing. As a VA employee, you will practice Whole Health in an environment that supports personalized and proactive care.

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.

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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.

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