Supervisory Medical Records Administrator

Duties will include but are not limited to:

• 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 standards the Commission on Accreditation of Rehabilitation Facilities (CARF) and other regulatory and accrediting agencies. Measures ongoing intradepartmental performance by establishing priorities collecting data monitoring and reporting outcomes using valid and reliable techniques to analyze trends and variation and taking appropriate action based on findings. Responsible for auditing of all HIM functions and ensuring appropriate compliance.
• 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. Develops policies processes and procedures that address all VA Federal regulatory and accrediting requirements for HIM. Develops and implements innovative solutions to correct technical complex problems.
• Provides technical expertise in health records science and other very technical aspects of health information. Maintains all health information input into the local VistA database and assures timely transmission of that data into all VA centralized databases - most frequently those maintained at the Austin Data Processing Center.
• Clinical support role: Is a key advisor to the Chief of Staff Executive Leadership and clinicians and is responsible for providing technical guidance on health information issues such as documentation requirements liability issues advance directives informed consent patient privacy and confidentiality etc. Recommends improvements in documentation used to provide patient care to optimize VERA workload third party reimbursement and to manage resources.
• Represents HAS and the Associate Director and acts as subject matter expert at the facility-wide Health Records this capacity advises the committee on health record issues; including VA requirements The Joint Commission standards CARF record retrieval processes health record components systems goals electronic records etc.
• All aspects of risk management depend upon health information and its documentation. Is a key member of the Quality Improvement (QI) team works closely with QI personnel and is responsible for assuring that the facility is following all The Joint Commission and CARF standards.
• Is 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.
• As a resource for the institution conducts training programs in health information management medical terminology health record documentation and medico-legal matters. Incumbent is responsible for establishing formal affiliation with university programs in health information and precepting students from such programs.
• Is responsible for coordinating health information training for medical school students and residents to achieve conformance with prescribed standards.
• Provides direct support to Regional Counsel. Will provide consultation services to members of the Counsels staff in areas dealing with health information.
• Has the full complement of HIM supervisory responsibility including coding file room scanning release of information and transcription and which consists of a mixture of HT38 (675 and 669) and TS positions. Is responsible for directing the operations of all personnel working within the HIM program and is regularly involved in labor relations and budget management.
• Performs the administrative and personnel management functions relative to staff supervised. Establishes guidelines and performance expectations for staff.
• Observes workers performance; demonstrates and conducts work performance critiques and auditing. Provides informal feedback and periodically evaluates employee performance in VA established timelines. Resolves informal complaints and grievances. Develops work improvement plans recommending personnel actions as necessary.
• Responsible for developing emergency management service level preparedness plan for the HIM section and coordinate with VA Emergency Manager.

Work Schedule: Monday Thru Friday 8:00am-4:30pm.
Telework: Not Available
Virtual: This is not a virtual position.
Functional Statement #: 000000
Recruitment/Relocation Incentives: May be 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 evaluation.
• 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

NOTE: THE 2-PAGE RESUME REQUIREMENT DOES NOT APPLY TO THIS OCCUPATIONAL SERIES. FOR MORE INFORMATION REFER TO REQUIRED DOCUMENTS BELOW.

To qualify for this position applicants must meet all requirements within 30 days of the closing date of this announcement.

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).
• Education or Experience:
  • 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 recordsprocedures medical coding or medical administrative and legal requirements of health care delivery systems. OR
  • 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
  • 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:
  • HIM Certification through AHIMA.
• Loss of Credential: Following initial certification credentials must be maintained through rigorous continuing education ensuring the highest level of competency for employers and patients. An employee in this occupation who fails to maintain the required certification must be removed from the occupation which may result in termination of employment. At the discretion of the appointing official an employee may be reassigned to another occupation for which he/she qualifies if a placement opportunity exists.

Grade Determinations:

Medical Records Administrator (Chief (CHIM))GS-12

Experience: One year of creditable experience equivalent to the next lower grade level that demonstrates the KSAs described at that level. AND Certification. Employees at this level must have a HIM Certification.

*In addition the candidate must demonstrate the all following KSAs:

1. Ability to determine and evaluate compliance with legal ethical and regulatory guidelines and accrediting bodies as they apply to health information management.
2. Skill in evaluating developing and implementing new policies procedures and programs.
3. 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.
4. Ability to develop and conduct training on health information management programs policies procedures and performance improvement activities.
5. Ability to effectively procure and manage HIM resources (i.e. space staffing education budget etc.).
6. 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.
7. Customer service skills necessary to effectively communicate (written and verbal) and interact with all levels of hospital personnel physicians patients and outside agencies.
8. Ability to deal effectively with sensitive and/or complex situations.

Assignments: This assignment serves as the CHIM which is the highest-level professional position at the facility with responsibility for the management and direction of the health information management program. This assignment is only for facilities designated as complexity level 2 or 3 as designated in the VHA 2014 Facility Complexity Level Model with full program management and supervisory responsibility to direct professional MRAs technical MRTs and other support staff in health information management. CHIMs provide technical advice planning and evaluation regarding health information management issues that impact the overall program on a regular and recurring basis. Multi-division integrated health care systems under the leadership of a single director are considered to be a single facility with one CHIM. A position with program responsibility over less than the single health care system does not have full program responsibility for the health information management program. The CHIM establishes policies procedures responsibilities and requirements for HIM-related matters such as health record documentation coding and clinical documentation improvement release of information file room/scanning records management transcription and medical speech recognition as well as the overall management of health information and Veterans health records. They oversee implementation and adherence to HIM industry standards policies procedures laws regulations and accrediting bodies. They ensure that the facility is in compliance with applicable standards by completing HIM audits developing healthcare data reports and statistical information for timely and accurate reporting. They monitor HIM performance through dashboards productivity standards and benchmarking. The CHIM participates in establishing and implementing strategic facility and HIM Department goals controlling program activity costs budgeting procurement and property management to achieve goals and improve processes. They monitor and manage HIM workflow to ensure program objectives are met. They effectively communicate and negotiate with staff at all levels of the organization. The CHIM communicates with medical center staff and external organizations to promote compliance with regulations guidelines policies and procedures to meet the goal of excellent patient care. They ensure quality and efficiency for all areas and processes of the HIM department. They develop and implement HIM departmental short-term and long-term budgets to include contracts equipment space training and staffing plans.

Reference: For more information on this qualification standard please visit actual grade at which an applicant may be selected for this vacancy is GS-12.

Physical Requirements: Moderate lifting 15-44 lbs. moderate carrying 15-44 lbs. use of fingers and crawling.