Medical Records Coders -- Inpatient, Outpatient, Ambulatory Surgery, Lead & Supervisor (VA Contract)

Job Description

Job Description

Medical Records Coders — Inpatient, Outpatient, Ambulatory Surgery, Lead & Supervisor (VA Contract)

Remote (U.S.-based) — supporting VA Northeast Ohio Healthcare System, Cleveland, OH | Full Time | 40 hours/week, Monday–Friday, scheduled within 6:00 a.m.–6:00 p.m. Eastern

 

Position Overview

Sixteen full-time remote medical coding positions are open on a two-year VA medical records coding contract (base year beginning November 1, 2026, plus one option year) supporting VA Northeast Ohio Healthcare System — a Level 1A tertiary teaching and research facility with approved medical and surgical residency programs, a Domiciliary, Community Living Center, Ambulatory Surgery Program, and an extensive telehealth program. All coding is performed in Oracle Health (Federal EHR) using the Solventum CRS encoder, with provider queries tracked in Solventum 360 Encompass. Indicate on your application which position(s) you are applying for:

Position Openings Focus Position Openings Focus Inpatient Facility Coder (GS-8 equiv.) 3 Inpatient discharges/PTFs — ICD-10-CM/PCS, MS-DRG, inpatient professional services Outpatient Professional Coder (GS-8 equiv.) 10 Outpatient and prosthetics encounters — ICD-10-CM, CPT/HCPCS with modifiers, E/M leveling Ambulatory Surgery Coder (GS-8 equiv.) 1 Ambulatory surgical cases, endoscopy, anesthesia and pathology Coder Lead (GS-9 equiv.) 1 QA review of the coder team, denial/rejection resolution, training curriculum, reports Supervisory Coder (GS-10 equiv.) 1 Supervision and program management of the contract coding section; monthly QA reporting to the COR

 

Key Responsibilities

All coding positions

• Review provider documentation for completeness and accuracy; assign and sequence ICD-10-CM, ICD-10-PCS, CPT (with modifiers), HCPCS, and E/M codes in accordance with official coding guidelines, NCCI edits, AHA Coding Clinic, CPT Assistant, and VHA HIM Coding Program standards.
• Complete initial coding within five (5) calendar days of assignment; process re-codes, rejects, and corrections without delay once reassigned.
• Initiate compliant, non-leading provider queries when documentation is unclear, incomplete, or conflicting; close queries within 30 calendar days of discharge or service.
• Maintain ≥95% coding accuracy on CPT/HCPCS, E/M, and ICD-10-CM/PCS as measured by monthly and quarterly VA audits; correct audit findings promptly in Oracle Health/WebVIRR.
• Identify and document encounters created in error; exclude signs/symptoms integral to definitive diagnoses; apply PATH/resident supervision rules (VHA Handbook 1400.1); do not apply 'incident to' rules.
• Review Service Connection and Special Authority questions (Service Connected, Agent Orange, Ionizing Radiation, Head and Neck Cancer, MST, Combat Veteran) at the diagnosis level and route to the Utilization Review Nurse when appropriate.
• Meet daily productivity standards: 3 inpatient PTFs (Inpatient), 25 outpatient/prosthetics encounters (Outpatient), or 9 surgical encounters (Ambulatory Surgery).
• Participate in weekly/monthly meetings with the COR and HIM staff; complete VA annual privacy, security, and compliance training (approximately 8 hours per year).

  Coder Lead (in addition to the above)

• Review coding completed by contract coders; provide guidance to promote consistency and compliance; coordinate, assign, and monitor workflow.
• Ensure audit findings, claim denials, and daily coding rejections related to coding errors are resolved for accurate billing and data collection.
• Monitor regulatory and policy changes affecting coding; develop training materials and deliver an ongoing curriculum; orient new coders on Oracle Health and the Solventum encoder; answer coding inquiries from providers, coders, billers, and facility staff.
• Prepare and maintain reports and analyze data; provide input on performance evaluations and hiring.

  Supervisory Coder (in addition to the above)

• Provide full supervisory direction to the contract coding staff: evaluate performance, approve sick and annual leave, identify training needs, resolve employee complaints, and take disciplinary action when needed.
• Own program performance for the coding section — timeliness (5-day coding), accuracy (≥95%), productivity, and 30-day query closure; own corrective action plans when audit results fall below 95%.
• Collaborate with revenue and compliance staff; resolve claim edits referred to coding management; monitor reports for outstanding services.
• Submit the monthly quality assurance/improvement report, training summary, and corrective-action summary to the COR by the 7th of the following month, plus ad-hoc reports; serve as day-to-day liaison with the COR and HIM Coding Supervisors, addressing performance issues within 48 hours of notification.

  Qualifications & Experience

• At least one current, active coding credential from AHIMA or AAPC: RHIT, RHIA, CCS, CCS-P, CPC, COC, or CIC. Certification must be held at contract award and maintained throughout the contract; CEUs are the employee's responsibility.
• Minimum two (2) years of continuous professional coding experience at a VA medical center of comparable size and complexity to VA Northeast Ohio Healthcare System (Level 1A tertiary teaching facility), or equivalent.
• Demonstrated ability to code across inpatient, outpatient, professional, and surgical settings — with depth in the setting you are applying for (inpatient facility/DRG; outpatient professional-fee and E/M; or surgical package rules, anesthesia, and pathology).
• Formal training in anatomy and physiology, medical terminology, pathology/disease processes, pharmacology, health record content, reimbursement methodologies, and ICD-10-CM/PCS, CPT, and HCPCS conventions.
• Proficiency in Oracle Health coding workflows and the Solventum CRS encoder; familiarity with VistA, CPRS, and VIRR/WebVIRR strongly preferred.
• Coder Lead: meets all coder qualifications plus prior experience as a coding lead, auditor, or trainer in a large tertiary care hospital and multi-specialty outpatient environment.
• Supervisory Coder: meets all coder and Lead qualifications plus prior supervisory or coding-manager experience over a multi-specialty coding team, including managing audits, denials, and coding education.
• U.S. citizenship; proficiency in spoken and written English; ability to obtain a favorable VA background investigation (NACI) and PIV card; physically located within a U.S. jurisdiction with a secure, private home workspace suitable for VPN access to VA systems.

  Compensation

  $41–$46/hour, depending on experience and certifications.

  Fully remote — no per diem or travel allowance; no on-site travel to the Cleveland facility is anticipated. Overtime outside the standard schedule requires prior VA approval and is paid at the applicable premium. Paid holidays and vacation are provided in accordance with federal Service Contract Act requirements.

  Application Process

  To apply, submit the following and state which position(s) you are applying for:

• Current resume showing continuous VA coding experience with facility names, dates, and coding settings (inpatient, outpatient, surgical); for Lead/Supervisor applicants, include lead, audit, training, or supervisory experience.
• Copy of your current AHIMA/AAPC credential(s) and proof of ICD-10 CEU compliance.
• Three (3) professional references (name, title, organization, phone, email), including at least one coding supervisor or HIM manager from a VA facility.
• A signed Letter of Intent, as required by the Department of Veterans Affairs for submission with the VA Medical Center proposal, confirming your availability to begin work at contract start (anticipated November 1, 2026).

Selected candidates must pass a favorable VA local file check and National Agency Check (NACI), obtain a VA PIV card, and complete VA privacy and security awareness training before beginning work.

We are an equal opportunity employer. We welcome applications from all qualified candidates and are committed to providing an inclusive and accessible recruitment process. Accommodations are available upon request at any stage of the hiring process.