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Job Details

Medical Records Administrator Assistant Chief Hims

Company name
U.S. Department of Veterans Affairs - Agency Wide

$81,071.00 to $105,392.00

Hines, IL

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Open & closing dates

Opening and closing dates





$81,071 to $105,392 per year

Pay scale & grade

GS 12

Work schedule


Appointment type



1 vacancy in the following location:

Hines, IL

Hines, IL

Relocation expenses reimbursed


This job is open to

The public

U.S. citizens, nationals or those who owe allegiance to the U.S.

Clarification from the agency

U.S. Citizens

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Announcement number


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This position is located in the Health Information Management (HIM) Section of Patient Administration Service at the Edward Hines Jr. VA Medical Center. Medical Record Administrator (MRA) performs or supervises work concerned with the management of a medical record program or the provision of services related to medical record administration/health information services. Medical Record Administrators manage, preserve, analyze, and supervise the use of diagnostic and therapeutic medical records/health information management. Also included are positions assigned responsibility for a section of medical record department as well as those assigned qualify assurance, risk management, compliance, privacy, decision support, financial, or technology focused health information management responsibilities.


Work Schedule: Monday through Friday 8:00AM to 4:30PM, 1st shift

Functional Statement: Medical Records Administrator - Appendix G33 - Medical Record Administrator Qualification Standard GS-669.

Financial Disclosure Report: Not required

Telework: Not Available

Learn more about this agency


The MRA serves as the Assistant Chief of Health Information Management (ACHIM) in a medical facility of high complexity (level 1), with responsibility for the supervision of HIM functions. Duties Include:

-Full responsibility, both technical and administrative, for the daily operation of the HIM department which consists of all functions of medical record activities related to coding, analyzing, transcription, release of information, file room and scanning programs.

-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.

-Assists the Chief of HIM in the planning, directing, policy making, organizing and controlling the activities of the department.

-Shares responsibility with the Chief for collecting and processing data for various reports, surveys, and research projects.

-Aids in a variety of projects and is responsible for screening, abstracting and tallying data for records and computer-generated reports.

-Assists in selected miscellaneous retrospective health record review/data abstracting projects to support medical center Quality Management data collection activities.

-Provides technical guidance to the unit supervisors and lead clerks while providing support to each unit in the absence of the section supervisor.

-Provides expertise in the area of subpoenas, court orders, advance directives, and general release of information, as well as other medico-legal issues.

-Provides training materials and participates in orientation and instructional activities.

-Assists the Chief with the development, evaluation, and updating of office procedures, manuals, policies and directives.

-Assists the Chief in the effective administration and planning of the health information management program throughout all areas of the facility.

-Provides effective audits and monitors for all areas of responsibility.

-Develops performance standards and conducts performance evaluations.

-Participates in various facility, VISN and national committees requiring health information management subject matter expertise.

Travel Required

Not required

Supervisory status


Job family (Series)

0669 Medical Records Administration



Conditions of Employment

You must be a U.S. Citizen to apply for this job

Designated and/or random drug testing may be required

Selective Service Registration is required for males born after 12/31/1959

You may be required to serve a probationary period

Subject to a background/security investigation

Must be proficient in written and spoken English


BASIC REQUIREMENTS: The following are the basic requirements and qualifications for this position at the GS-5 level.

Citizenship - Citizen of the United States by birth or naturalization

English Language Proficiency: Medical Record Administrators must be proficient in spoken as required by 38 USC 7401(d), 7407(d).

Experience: Three years of experience in the field of medical records that included the preparation, maintenance, and management of medical records and health information systems. At least 1 year of this experience must be comparable to a GS-4 level position.


An associate's degree in the health information field plus 1 year of experience that included the preparation, maintenance and management of medical records and health information systems. Transcripts Required

NOTE: Successfully completed training for health information technicians in a school accredited by the American Health Information Management Association (AHIMA) at the time the program was completed may be substituted for 1 year of experience. No credit may be given for partial completion of such training.

Education: Education equivalent to a baccalaureate degree from an accredited university or college in a field directly related to health information. Transcripts Required.


Experience/Education Combination: Equivalent combinations of experience and education may be used to meet basic requirements.

In addition to the basic requirements above the following is the amount of experience to qualify for this position at the GS-12 grade level.

Specialized Experience: At least one full year of directly related specialized experience comparable to the next lower grade level (GS-11) that demonstrates the following: Skill in project management and process improvement, which includes the ability to develop new or improved solutions to complex technical problems in health information management; ability to advise management and staff about adequate medical record documentation, health information services and/or computerized patient records based on current statutes and standards; ability to plan for, justify, test, assess, and/or advise about the use of current and future software programs or information systems, implement and integrate such products into current health information management processes, and recommend changes in policies or procedures; ability to interpret, implement, and apply knowledge of privacy and confidentiality requirements affecting individual patient/protected health information; demonstrated comprehensive knowledge of medical and legal requirements related to both paper and electronic medical records; and ability to communicate and negotiate with professionals in higher level positions.

In addition, demonstrate the following Knowledge, Skills, and Abilities:

-Ability to identify, define, and resolve managerial, administrative, and computerized medical record problems associated with unique, underdeveloped, and controversial aspects of medical record management.

-Ability to understand computerized patient record data systems that are meaningful to the medical center.

In Addition, demonstrate the potential to acquire the following Knowledge, Skills and Abilities:

-Skill in developing new policies and procedures for administering electronic medical record programs to improve program effectiveness and/or apply newly developed programs or theories to problems that require new approaches;

-Ability to teach new and continuing users in electronic health record and health data systems as appropriate to the current assignment.

-Ability to manage assigned resources.

-Ability to provide the full range of supervisory duties which would include assignment of work, completing performance evaluations, selecting of staff, and recommendation of awards, advancement, and when appropriate, disciplinary actions.

References: VA Handbook 5005/15, Part II, Appendix G33, Medical Record Administrator, Qualification Standards, 3/17/2006. This can be found in the local Human Resources Office.

Physical Requirements: The work is sedentary, but may require walking, bending, standing, and /or carrying of light items such as files and manuals. The work does not require any special physical effort or ability.

Work Environment: The work area is usually an adequately lighted, heated, and ventilated office or medical facility setting. The work environment involves everyday risks or discomforts that require normal safety precautions.


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

This job opportunity announcement may be used to fill additional vacancies.

Selected applicants will be required to complete an online onboarding process.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

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.

Veterans and Transitioning Service Members: Please visit the VA for Vets

site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

If you are unable to apply online view the following link for information regarding an Alternate Application

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, résumé, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

NOTE: The Professional Standards Board (a peer-review group) will review the selected candidate's education and experience and recommend the grade and salary at which the candidate will be placed. For internal selectees eligible for promotion, the board will determine grade and HR will determine step in accordance with policy.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Note: Evidence of experience, must be supported by detailed documentation of duties performed in positions held. Please provide such documentation on your application or resume. Also, please provide work experience information such as hours per week and starting/ending dates of employment (month and year format) to establish one (1) full year of experience. The requirement for this proof is specified in the How to Apply section of this announcement. To be credible, experience must be documented in the application and verifiable through employment references and/or other means. *Your resume must support your answers in the occupational questionnaire.

Background checks and security clearance

Security clearance


Required Documents

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

-Resume (required)

-SF50 (Current employees are required to submit most recent SF 50 that shows grade/step/tenure)

-VA Form 10-2850c - Application for Associated Health Occupations (required).

-Transcript (required)

VA Form 10-2850c Application for Associated Health Occupations can be found at:

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist

to ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's, documentation to support Veterans Preference or ICTAP/CTAP documentation (for displaced Federal employees).

Cover Letter



VA Form 10-2850c

Other Veterans Document





Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 Application for 10 Point Veteran Preference with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.



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. Learn more about federal benefits

Review our benefits

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.

How to Apply

How to Apply

All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 04/19/2018 to receive consideration.

To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.

Click Submit My Answers to submit your application package.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

To verify your application is complete, log into your USA JOBS account,

, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.

Agency contact information

Deonte Smith Deonte Smith


708-202-8387 X23414



Edward Hines Junior Hospital

5000 South 5th Avenue

Hines, IL


Learn more about this agency

Next steps

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the U


Help Center

Fair & Transparent

Fair & Transparent

The Federal hiring process is setup to be fair and transparent. Please read the following guidance.

Equal Employment Opportunity Policy

The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

Equal Employment Opportunity (EEO) for federal employees & job applicants

Reasonable Accommodation Policy

Federal agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application and hiring process should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

A reasonable accommodation is any change to a job, the work environment, or the way things are usually done that enables an individual with a disability to apply for a job, perform job duties or receive equal access to job benefits.

Under the Rehabilitation Act of 1973, federal agencies must provide reasonable accommodations when: An applicant with a disability needs an accommodation to have an equal opportunity to apply for a job.

An employee with a disability needs an accommodation to perform the essential job duties or to gain access to the workplace.

An employee with a disability needs an accommodation to receive equal access to benefits, such as details, training, and office-sponsored events.

You can request a reasonable accommodation at any time during the application or hiring process or while on the job. Requests are considered on a case-by-case basis.

Learn more about disability employment and reasonable accommodations

or how to contact an agency.

Legal and regulatory guidance

Financial suitability

Social security number request

Privacy Act

Signature and false statements

Selective Service

New employee probationary period

Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.

Company info

U.S. Department of Veterans Affairs - Agency Wide
Website :

Company Profile
The Veterans Health Administration is home to the United States’ largest integrated health care system consisting of 152 medical centers, nearly 1,400 community-based outpatient clinics, community living centers, Vet Centers and Domiciliaries. Together these health care facilities and the more than 53,000 independent licensed health care practitioners who work within them provide comprehensive care to more than 8.3 million* Veterans each year.

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