Medical Records Administrator (Assistant Chief (ACHIM))

Medical Records Administrator (Assistant Chief (ACHIM))

The incumbent serves as the Assistant Chief of Health Information Management (ACHIM) at a high complexity (level 1) medical facility, overseeing all HIM functions including medical coding, clinical documentation integrity, transcription, release of information, scanning, and health information exchange. The incumbent provides technical and administrative leadership, supports policy development, and acts as the Chief of HIM (CHIM) in their absence.

The position requires the incumbent to physically report for work to the Minneapolis, MN- VAMC. Major duties include, but are not limited to:

• Serves as full assistant to the Chief of Health Information Management (CHIM), providing expertise, guidance, and supervision to support the planning, development, and maintenance of a comprehensive, integrated HIM Program. Assists the CHIM in directing, organizing, and controlling HIM department activities, and serves as Acting CHIM in the CHIM's absence.
• Shares responsibility with the CHIM for collecting and processing data for reports, surveys, and research projects; preparing recommendations for upper management on department needs and long-term goals; and developing and updating policies, standard operating procedures, and training guides. Assists physicians and health professionals in obtaining health record information for research, advising on data availability and use while protecting record confidentiality. Supports retrospective health record review and data abstraction projects to advance Quality Management activities.
• Conducts ongoing audits across all areas of responsibility to ensure accurate and timely data processing. Reviews employee work for quality, accuracy, and timeliness, providing constructive feedback and developing performance improvement plans as needed. Develops performance standards, conducts evaluations and competency assessments, and carries out established personnel functions including interviewing, selection, training, leave approval, work scheduling, and disciplinary actions. Implements EEO provisions to ensure fair treatment for all employees. Coordinates monthly staff meetings and prepares accurate minutes.
• Serves as subject matter expert on GS-0675 Medical Records Technician and GS-0669 Medical Records Administrator qualification standards. Provides technical guidance to HIM supervisors and leads, supports section units in the absence of supervisors, and provides expertise in subpoenas, court orders, advance directives, release of information, and other medico-legal issues.
• Prepares training materials and participates in orientation and instructional activities. Advises management and staff on policies, procedures, and health record content adequacy. Develops and conducts training and continuing education programs covering medical terminology, documentation requirements, coding, clinical documentation integrity, transcription/speech recognition, scanning and indexing, release of information, and HIPAA/Privacy Act requirements. Provides orientation and training to house staff and other health care team members on health record functions and quality.
• Participates in facility, VISN, and national committees that require HIM subject-matter expertise. Prepares and presents reports and data to committees. Develops and updates policies pertaining to committee functions, health record reviews, and HIM activities. Ensures health record review activities comply with VHA handbooks, directives, TJC standards, CARF, Behavioral Health, and OIG requirements. Advises committees, management, and staff on health record documentation, health information services, and EHR practices based on current policies and industry standards.
• Assists the CHIM in identifying short- and long-range goals and program objectives aligned with the medical center's mission and vision. Supports planning, directing, and evaluating HIM functions, including budgeting, contracting, procurement, and property management. Ensures all activities comply with VA/VHA regulations, Medical Center Memoranda, and accreditation requirements, including TJC and CARF standards. Maintains current knowledge of developments in the health information field and applies that knowledge to hospital operations.

Work Schedule: Monday thru Friday 7:00 am -1530 pm

Telework: Not available

Virtual: This is not a virtual position.

Functional Statement #: 000000

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

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 examination.

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.

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. OR, (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. OR, (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. Employees at this level must have a HIM Certification. Health Information Management (HIM) Certification. Higher-level health information management certification is limited to certification obtained through AHIMA. To be acceptable for qualifications, the specific certification must represent a comprehensive competency in the occupation. Certification titles may change and certifications that meet the definition of HIM certification may be added/removed by the above certifying body; however, current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA). 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).

Physical Requirements. See VA Directive and Handbook 5019.

English Language Proficiency. MRAs must be proficient in spoken and written English.

Grade Determinations: GS-12 Experience: Must have one year of creditable experience equivalent to the next lower grade level that demonstrates all the KSAs described at that level AND Demonstrated knowledge, skills, and abilities:

• 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