Medical Records Administrator

Summary

This position is located in the Health Information Management (HIM) Section of Business Management Service (BMS) at the Birmingham VA Healthcare System. Medical Records Administrators (MRAs) in VHA perform or supervise work concerned with the management of a health record program or the provision of services related to medical record administration/health information services. MRAs manage, preserve, analyze, and supervise the use of diagnostic and therapeutic health records/health info mgmt.

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Duties

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Duties to include, but not limited to, the following:

• Oversees all facets of health records management for the facility ensuring maintenance of completed, accurate, timely, clinically-pertinent, and readily-accessible patient health records.
• Exercises independent judgment in carrying out duties and responsibilities and has complete authority to plan, design and direct the HIM program; recommendations and/or technical decisions made by employee are not reviewed.
• Provides administrative management of health records: planning, managing, advising, and directing the health information program in accordance with applicable Federal laws, facility by-laws, VHA policy, The Joint Commission standards, the Commission on Accreditation of Rehabilitation Facilities (CARF), and other regulatory and accrediting agencies.
• Creates and monitors systems to ensure accurate, timely, and complete health records, in accordance with VHA policy and The Joint Commission health information protocols.
• Ensures maintenance of complete, accurate, timely, clinically-pertinent, and readily-accessible patient health records, which contain sufficient recorded information to serve as a basis to plan patient care, support diagnoses, warrant treatment, measure outcomes, support education, research, and facilitate performance improvement processes and legal requirements.
• Evaluates health records program and independently determines the nature and extent of problem areas. Develops recommendations and solutions for program improvement. Develops and implements innovative solutions to correct technical, complex problems.
• Provide detailed technical expertise in health records science and other very technical aspects of health information. Maintains all health information input into the local VISTA database and assures timely transmission of that data into all VA centralized databases - most frequently those maintained at the Austin Data Processing Center.
• Key advisor to the Chief of Staff, Executive Management, and clinicians; providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, patient privacy and confidentiality, etc. Recommends improvements in documentation used to provide patient care, to optimize VERA workload, third party reimbursement and to manage resources.
• Conducts training programs in health information management, medical terminology, health record documentation, and medico-legal matters. Incumbent is responsible for establishing formal affiliation with university programs in health information and precepting students from such programs.
• Performs the administrative and personnel management functions relative to staff supervised. Establishes guidelines and performance expectations for staff, which are clearly communicated through the formal employee performance management system.
• Observes workers' performance; demonstrates and conducts work performance critiques. Provides informal feedback and periodically evaluates employee performance.
• Responds to the needs of customers; communicates and treats customers in a courteous, tactful and respectful manner.

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

Telework : Ad-Hoc

Virtual: This is not a virtual position.

Functional Statement #62507F

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.
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the 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.
• 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

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.
• English Language: Proficient in spoken and written English as required by 38 U.S.C. 7402(d).
• Experience and Education:
  • 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. OR,
  • 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. OR,
  • 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.

Grandfathering Provision: 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).All persons employed in VHA as an MRA are considered to have met all qualification requirements for the title, series, and grade held, including positive education, and [registration and/or certification that are part of the basic requirements of the occupation. For 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, the following provisions apply:(1) Such employees may be reassigned, promoted up to and including the full performance (journeyman) level, or changed to lower grade within the occupation, but may not be promoted beyond the journeyman level or placed in supervisory or managerial positions.(2) Employees who were 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.(3) Employees initially grandfathered into this occupation who subsequently obtain additional education and/or licensure/registration/certification, and meet all the basic requirements of this qualification standard, must maintain the required credentials as a condition of employment in the occupation.(4) MRAs who are converted to title 38 hybrid status under this provision and subsequently leave the occupation lose protected status and must meet the full VA qualification standard requirements in effect at the time of reentry, as a medical records administrator.

Grade Determinations : GS-13

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

GS-12 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.
• Skill in evaluating, developing and implementing new policies, procedures, and programs.
• Ability to provide program oversight, including advisory and technical expertise on a range of health information management practices and guidelines to staff at various levels.
• Ability to develop and conduct training on health information management programs, policies, procedures, and performance improvement activities.
• Ability to effectively procure and manage HIM resources (i.e. space, staffing, education, budget, etc.)
• 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.
• Customer service skills necessary to effectively communicate (written and verbal) and interact with all levels of hospital personnel, physicians, patients, and outside agencies.
• Ability to deal effectively with sensitive and/or complex situations.

Certification: Must have a HIM Certification or Coding Certification through AHIMA or AAPC or Health Data Analyst Certification through AHIMA .

GS-13 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.

Professional Experience:

Extensive experience in health information management, typically 5-10 years, with a history of progressively responsible roles .Prior experience in a leadership or supervisory capacity within a HIM department. Experience in a healthcare setting, particularly within the Veterans Health Administration (VHA) or other federal healthcare systems, can be a strong advantage.

Technical Skills:

Proficiency with electronic health record systems (such as VistA/CPRS) and Health Information Technology (HIT).Strong knowledge of medical coding, compliance, and regulatory requirements related to health information (e.g., HIPAA, ICD-10, CPT, etc.).Familiarity with data analytics and performance improvement methodologies.

Leadership and Management Abilities:

Demonstrated ability to lead and manage staff, including recruitment, training, and professional development. Strong project management skills and the ability to navigate complex organizational structures and processes. Ability to develop and implement strategic plans for health information management services.

Interpersonal and Communication Skills:

Excellent verbal and written communication skills, with the ability to effectively collaborate with clinicians, administrators, and external stakeholders. Strong problem-solving skills and the capacity to make informed decisions under pressure.

Compliance and Quality Assurance:

In-depth knowledge of legal and ethical requirements for health information management. Experience with accreditation processes (e.g., The Joint Commission) and quality assurance initiatives in healthcare.

Reference: For more information on this qualification standard, please visit full performance level of this vacancy is non-supervisory GS-11 grade level. The actual grade at which an applicant may be selected for this vacancy is GS-13.

Physical Requirements: The work is basically sedentary. Some walking, standing, bending, and carrying items such as books, papers, boxes, laptop, and files are also required.

Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on 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

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.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

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.

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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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.