Medical Records Administrator
This position services as the Assistant Chief of Health Information Management (ACHIM) in a medical facility of high complexity (level 1), with responsibility for the supervision of Health Information Management functions.
Monday-Friday 7:30 AM to 4:00 PM
Functional Statement/Position Number:
Financial Disclosure Report:
This is not a Virtual Position
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The Assistant Chief of Health Information Management (ACHIM) is charged with 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. Is a full assistant to the Chief, HIM. 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. This position assists the Chief of Health Information Management (CHIM) in the planning, directing, policy making, organizing and controlling the activities of this department and serves as acting CHIM in the absence of the CHIM.
Responsible for assisting physicians and other health professionals in obtaining health 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. Aids in a variety of projects and is responsible for screening, abstracting and tallying data from records and computer-generated reports. May serve as a consultant to provide guidance and advise researchers on methods for gathering data. Assists in selected miscellaneous retrospective health record review/data abstraction 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.
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.
Prepares training materials and participates in orientation and instructional activities as required. Incumbent advises management and hospital staff members on policies, procedures, and adequacy of record content, and on training and teaching of clerical personnel in health record functions. Participates in various health record review activities.
50% or less - You may be expected to travel for this position.
#### Job family (Series)
0669 Medical Records Administration
Health Information Systems Technicians
Health Information Technicians
Medical Records And Health Information Technicians
Medical Records Technicians
Technicians, Health Information
Technicians, Health Information Systems
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
Subject to a background/security investigation
Must be proficient in written and spoken English
See VA Directive and Handbook 5019.
Show a commitment to VHA:
Applicants should demonstrate interest in a rewarding career working for VHA.
Demonstrate communication skills and leadership qualities:
Candidates must have a talent for communication and demonstrate potential for leadership. These qualities are essential for technical and leadership positions employed at VHA facilities.
Working with individuals at different levels and backgrounds is paramount to this position. The selected individual must use tact and professionalism at all times.
United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
Medical Record Administrators must be proficient in spoken and written English
in accordance with chapter 2, section D, paragraph 5a, this part, VA Handbook 5005/15, Part II, Appendix G33.
Education or 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.
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 equivalent to a baccalaureate degree from an accredited university or college.
Equivalent combinations of experience and education may be used to meet basic requirements.
Knowledge of Current Medical Record Administration Practices. To be creditable, experience must have required the use of knowledge, skills, abilities, and other characteristics (also referred to as core competencies) associated with current health information practice. This knowledge may be evidenced by one or more of the following:
The equivalent of 1 year of active practice in the health information management field that included knowledge of the content and uses of health records, computerized information systems, and disease and procedural indices; ability to apply the concepts, principles and practices of health information administration; ability to apply knowledge of anatomy, pathophysiology, and medical terminology to health information management functions.
Maintenance/possession of an active credential from AHIMA as a Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT);
Successful completion of academic course work leading to an advanced degree in health information management or a related field.
Quality of Experience.
Experience is only creditable if it is in health information management and is directly related to the position to be filled or in a related field, such as quality assurance, Health Insurance Portability & Accountability Act (HIPAA) privacy, or electronic medical record implementation. Qualifying experience must also be at a level and complexity comparable to medical record management experience at the next lower grade level. Registration is offered by AHIMA as a Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) and is highly desirable.
Part-time experience as a medical record administrator is creditable according to its relationship to full-time workweek. For example, an MRA would receive 1 week of full-time credit for each 2 weeks of half-time work.
Grade Determination for GS-12.
In addition to the basic requirements above for employment, the following criteria must also be met:
At least one (1) year of specialized experience comparable to the next lower grade level (GS-11) that demonstrates the KSAs described at that level. Specialized experience is experience that equipped the applicant with the particular knowledge, skills and abilities associated with the work assigned to the position. Examples of specialized experience are: 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; Ability to communicate and negotiate with professionals in higher level positions; Ability to plan, develop, direct, and evaluate health information or related functions; Ability to successfully apply principles and techniques of sound human resources management; and Skill in administrative management, i.e., budgeting, contracting, procurement, and property management.
In addition, the candidate must demonstrate the following professional KSAs and demonstrate the potential to acquire the assignment specific KSAs indicated by the asterick (*):
Demonstrated 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;
*Skill in developing new policies and procedures for administering electronic medical record programs in order to improve program effectiveness and/or apply newly developed programs or theories to problems that require new approaches;
Ability to understand computerized patient record data systems that are meaningful to the medical center as a whole;
*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; selection of staff; and recommendation of awards, advancements, and, when appropriate, disciplinary actions.
Supervisory Medical Record Administrators in those VA Medical Centers that are in the highest complexity level category for VHA facilities which are complex, highly affiliated, tertiary care facility/health care system with comprehensive research programs and thus warrant an expanded senior leadership team may be assigned to Assistant Chief HIMS duties where the number of employees within the HIMS unit justifies the existence of such a position.
VA HANDBOOK 5005/15, PART II, APPENDIX G33.
Education substitution only applies to meeting basic requirements, there is NO
education substitution at the Medical Records Administrator, GS-12 level.
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.
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.
Background checks and security clearance
Drug test required
To apply for this position, you must provide a complete Application Package which includes:
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).
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 08/17/2018 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.
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.
Tennessee Valley HCS - Nashville
1310 24th Avenue South
Nashville, TN 37212
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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 USAJobs 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 process should follow the instructions in the job opportunity announcement. For any part of the remaining hiring process, applicants 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
Social security number request
Signature and false statements
New employee probationary period
This job originated on ****For the full announcement and to apply, visit ****Only resumes submitted according to the instructions on the job announcement listed at ****will be considered.
Open & closing dates:
08/07/2018 to 08/17/2018
Pay scale & grade:
$73,375 to $95,388 per year