Medical Records Administrator (Assistant Chief)

Summary

This position is located in the Health Information Management (HIM) Section of Business Management Service (BMS) at the Birmingham VA Health Care System (BVAHCS). 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.

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Overview

• Accepting applications

• Open & closing dates

03/19/2024 to 03/27/2024

• Salary

$87,773 - $114,102 per year

• Pay scale & grade

GS 12

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Location

1 vacancy in the following location:

• Birmingham, AL 1 vacancy

• Remote job

No

• Telework eligible

Yes-as determined by the agency policy.

• Travel Required

Not required

• Relocation expenses reimbursed

No

• Appointment type

Permanent -

• Work schedule

Full-time -

• Service

Excepted

• Promotion potential

None

• Job family (Series)

0669 Medical Records Administration

• Supervisory status

Yes

• Security clearance

Other

• Drug test

No

• Position sensitivity and risk

Non-sensitive (NS)/Low Risk

• Trust determination process

Suitability/Fitness

• Announcement number

CBTB-12356056-24-DJ

• Control number

782206300

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This job is open to

• Internal to an agency

Current federal employees of this agency.

Clarification from the agency

This announcement is open to Current, Permanent VA employees.

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Duties

PLEASE NOTE: A ONE YEAR SUPERVISORY PROBATIONARY PERIOD IS REQUIRED OF ALL NEWLY APPOINTED SUPERVISORS

Functions or Scope of Assigned Duties Include but are not limited to:

• 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 all HIM functions.

• Charged with full responsibility, both technical and administrative, for the daily operation of the HIM department which consists of all functions of health record activities related to coding, health record documentation analysis, transcription/speech recognition, release of information, file room/scanning programs, and health information exchange. Is a full assistant to the Chief of Health Information Management (CHIM).

• 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.

• Assists the 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.

• Shares responsibility with the CHIM for collecting and processing data for various reports, surveys, and research projects; for preparing reports and recommendations for review and consideration by the Chief of Health Information Management and upper management concerning the immediate needs as well as the long range goals of the department; for recommending equipment and staffing needs ;and for preparing and keeping current procedures and operation manuals.

• 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.

• Serves 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 effective audits and monitors for all areas of responsibility, assuring that accurate and timely data is processed by all employees.

• Reviews work accomplished and assesses quality, quantity, accuracy and timeliness of work produced by each employee.

• Ascertains problems encountered and takes corrective action.

• Develops performance standards and conducts performance evaluations.

• Develops and conducts competency assessments.

• Responsible for carrying out established personnel functions and practices.

• Keeps employees informed about important aspects of personnel management programs.

• Formulates and initiates performance standards.

• Interviews prospective employees, recommends selection, and carries out training and development of assignments, awards or disciplinary action.

• Approves leave and establishes work schedules.

• Implements provisions of EEO programs to ensure fair and equal treatment for all employees.

• Coordinates monthly staff meetings and prepares timely/accurate minutes.

• Receives formal grievances, resolving those that can be resolved at his/her level.

• Makes projections on the growth of coding/third party reimbursement systems and health information functions, implements design changes to accommodate the expansion, and is aware of the most recent innovations in the health information management field.

• Assists the CHIM with the development, evaluation, and updating of office procedures, manuals, policies and directives.

• Develops training materials and continuing education programs that include medical terminology, health record documentation requirements, Release of Information, Privacy Act and HIPAA instructions.

Work Schedule: 0800-1630 Monday through Friday

Telework: Available

Virtual: This is not a virtual position.

Functional Statement #: 54319F

Financial Disclosure Report: Not required

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Requirements

Conditions of Employment

• 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.

• You may be required to serve a probationary period.

• Subject to background/security investigation.

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

• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

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 Proficiency: Medical Records Administrator must be proficient in spoken and written English as required by 38 U.S.C. § 7403(f).

• Experience and Education:

(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. Persons hired or reassigned to MRA positions in the GS-0669 series in VHA must meet one of the following:

(1) Coding Certification through AHIMA or AAPC.

OR,

(2) HIM Certification through AHIMA.

OR,

(3) Health Data Analyst Certification through AHIMA.

• NOTE: HIMs Certification is required for all positions above the full performance level. (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).

Grade Determination (GS12): Medical Records Administrator (Assistant Chief (ACHIM))

• One year of creditable experience equivalent to the next lower grade level (GS-11) including the following KSA's.

• Skill in performance and process improvement [techniques to develop and implement new or improved solutions in health information management.

• Ability to advise management and staff, at various levels, regarding health record documentation requirements and health information management practices based on current industry standards, policies, statues, laws, and regulations.

• Ability to plan, justify, develop, evaluate, assess, monitor, and 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 acquire, manage, analyze, interpret, and transform data into accurate, consistent, and meaningful information.

• HIMS Certification:

• HIM Certification through AHIMA. Current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA).

• 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, equipment).

• 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.

• References: See VA Handbook 5005, Part II, Appendix G33.The actual grade at which an applicant may be selected for this vacancy is GS12

• Physical Requirements: Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

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: http://ope.ed.gov/accreditation/. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Additional information

Receiving Service Credit or 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.

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.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

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.

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• Benefits

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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. Opens in a new window

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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.

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, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

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.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

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

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.