Medical Records Administrator (Chief Of Health Information Management (Chim))

Summary

This position is located in the Health Information Management (HIM) Section of Health Administration Services in the Finger Lakes 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.

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Overview

• Accepting applications

• Open & closing dates

03/12/2024 to 03/26/2024

• Salary

$86,962 - $113,047 per year

• Pay scale & grade

GS 12

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Locations

1 vacancy in the following locations:

• Bath, NY

• Canandaigua, NY

• Remote job

No

• Telework eligible

No

• 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

Not Required

• Drug test

No

• Announcement number

CBTE-12349529-24-KM

• Control number

781162300

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This job is open to

• The public

U.S. Citizens, Nationals or those who owe allegiance to the U.S.

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Duties

Duties include, but are not limited to the duties below:

• Serves as Chief of Health Information Management (CHIM) with full program responsibility for all facets of the Health Information Management (HIM) program and processes. Must ensure HIM program meets and/or exceeds national HIM policies, procedures, and performance metrics.

• Responsible for the administrative management of health records, which includes planning, managing, advising, and directing the health information program in accordance with applicable Federal laws, facility by-laws, VHA policy, The Joint Commission (TJC) standards, the Commission on Accreditation of Rehabilitation Facilities (CARF), and other regulatory and accrediting agency standards.

• Responsible for all facets of health records management for the facility ensuring 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 and facilitate performance improvement processes and legal requirements.

• The incumbent is a key advisor to the Chief of Staff, Executive Management, and clinicians and is responsible for providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, and release of information. Responsible for leading the automation of all health information systems. Working closely with Information Technology (IT) and Clinical Informatics, the incumbent must guide the automation of health record documentation, health record tracking, and physician incomplete record tracking.

• The CHIM at this level has the full complement of HIM supervisory responsibility including coding, record completion, file room, scanning, and release of information, which consists of a mixture of HT38 (675 and 669) and T5 positions. Will oversee the facility Records Manager.

Work Schedule: Monday-Friday 8:00AM-4:30PM

Telework: Not available

Virtual: This is not a virtual position.

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.

• 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).

• 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

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met.

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.

• 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: 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.

Grade Determinations:

GS-12

Experience: One year of creditable experience equivalent to the next lower grade level (GS-11) that demonstrates the KSAs described at that level.

Certification: Employees at this level must have a HIM Certification.

In addition to meeting the requirements above, the candidate must possess the Knowledge, Skills, and Abilities (KSAs) below:

• 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.

References: VA Handbook 5005/130 PART II APPENDIX G33

The full performance level of this vacancy is GS-12.

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

Learn more about federal benefits.

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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.