Medical Records Administrator

This position is located in the Health Information Management (HIM) Section of the (Business Office) Service at the(Lt. Col. Luke Weathers Jr.) VA Medical Center (VAMC). Medical Records Administration Specialist (MRAS) in VHA perform work concerned with the management of a health record program or the provision of services related to medical record administration/health information services. MRASs manage preserve analyze and supervise the use of diagnostic and therapeutic health records/health information management. They develop policies and procedures and provide advice on the use of health records and health information management. Major duties include but are not limited to:

• Responsible for generating analyzing and presenting multiple HIM reports.
• Participate in various health record review activities to ensure the integrity of the health record according to established policies.
• Monitor health record data integrity per established policies procedures and industry standards.
• Prepare workload and production reports and monitor trends to identify efficiencies and deviations.
• Participates in various facility and regional committees requiring health information management subject matter expertise.
• Responsible for generating and analyzing multiple HIM reports and identifying best practices or opportunities for improvement.
• Perform workflow analyses recommend process improvements and implement changes to improve the productivity and quality controls of the HIM department.
• Monitor reports trends and health record data integrity according to established policies procedures and industry standards.
• Participate in various facility and regional committees requiring health information management subject matter expertise.
• Perform data mining; complex data analysis; and interpret and transform data into accurate consistent and timely information in support of the business and operational needs of the HIM department and the organization.
• Present findings and recommendations to the Chief of HIM (CHIM) and facility leadership.
• Designs and performs quality improvement projects related to health information management to identify and recommend ways of eliminating combining simplifying or improving procedures and processes.
• Compile diagnostic procedural and statistical data and present reports locally regionally or nationally.
• Exhibits broad organizational knowledge communicates and provides training and education to individuals and groups at multiple levels both internal and external to the facility.
• Other duties as assigned.

Work Schedule: Monday - Friday 8:00 a.m.-4:30 p.m.
Compressed/Flexible:Not Available
Telework: Ad-Hoc
Virtual: This is not a virtual position.
Functional Statement #: 00000
Relocation Incentives: Not Authorized
Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized

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.
• 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 drivers licenses or state-issued dentification 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 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.

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. MRAs must be proficient in spoken and written English. See 38 U.S.C. 7403(f).
• Certification. Persons hired or reassigned to MRA positions in the GS-0669 series in VHA must meet one of the following: (*See DEFINITIONS in the Education section of this announcement for additional information)
  • (1) *Coding Certification through AHIMA or
  • (2) *HIM Certification through
  • (3) *Health Data Analyst Certification through AHIMA.

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 bachelors 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.

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 Determinations: In addition to the basic requirements for employment the following criteria must be met when determining the grade of candidates.

MRAS GS-05. None beyond the basic requirements.

MRAS GS-07. (a) addition to the basic requirements one year of creditable experience equivalent to the next lower grade level.

• i. A 3.0 or higher-grade point average (GPA) out of a possible 4.0 GPA (B or better) as recorded on their official transcript or as computed based on four years of education or as computed based on courses completed during the final two years of the curriculum; OR
• ii. A 3.5 GPA or higher out of a possible 4.0 GPA (B or better) based on the average of the required courses completed in the major field of study or the required courses completed in the major field of study during the final two years of the curriculum AND

(c) Demonstrate the following KSAs:

• Knowledge of current classification systems such as International Classification of Diseases Current Procedural Terminology and the Healthcare Common Procedure Coding System (HCPCS).
• Ability to effectively communicate (written and verbal) with medical center staff patients and external entities.
• Ability to use data collection and analytical techniques for purposes of review quality control studies and analysis of health information.
• Ability to utilize computer applications with varied functions to produce a wide range of reports to abstract records collect and analyze data and present results in various formats.
• Ability to work independently adapt to shifting priorities and meet deadlines.

MRAS GS-09. (a) Experience.One year creditable experience equal to the next lower grade level that demonstrates the knowledge skills abilities and other characteristics described at that level OR(b) Education. Education equivalent to two full years of progressively higher level graduate education or a masters degree in a field directly related to Health Information Management AND(c) Demonstrate the following KSAs:

• Knowledge of medical and legal requirements related to health information management and health records.
• Ability to provide technical advice and guidance on health information management practices.
• Skill in extracting data from various sources and analyzing health information to create reports.
• Skill in researching interpreting and applying health information management guidelines.
• Knowledge of performance and process improvement techniques to develop new or improved solutions in health information management.

MRAS GS-11. (a) Experience.One year of creditable experience equal to the next lower grade level that demonstrates all of the KSAs described at that level. OR(b) Education. Education equivalent to three full years of higher-level graduate education or a Ph. D. or equivalent doctoral degree from an accredited university or college in a field of Health Information Management AND(c) Demonstrate the following KSAs:

• 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.

Reference: For more information on this qualification standard please visit full performance level of this vacancy is GS-11. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-5 to GS-11.

Physical Requirements: The work is primarily sedentary. There is walking bending and reaching required such as for filing or locating material and carrying items such as reports documents and supplies. Entering data and word processing on a personal computer may result in physical problems from the effects of repetitive motion and eyestrain.

Reference: For more information on this qualification standard please visit