Medical Records Admin

• 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 identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

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.

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 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.

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.

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

Medical Records Administration Specialist GS-5
Experience or Education: None beyond basic requirements.

Medical Records Administration Specialist GS-7
Experience: In addition to the basic requirements one year of creditable experience equivalent to the next lower grade level.

OR

Education (Advanced Entry-Level Placement): Applicants who meet the GS-5 grade level may be appointed at the GS-7 grade level if they possess a bachelors degree from an accredited college or university in a major field of study in health information management with an exemplary academic record as demonstrated by:

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

Demonstrated Knowledge Skills and Abilities
i. Knowledge of current classification systems such as International Classification of Diseases Current Procedural Terminology and the Healthcare Common Procedure Coding System (HCPCS).
ii. Ability to effectively communicate (written and verbal) with medical center staff patients and external entities.
iii. Ability to use data collection and analytical techniques for purposes of review quality control studies and analysis of health information.
iv. 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.
v. Ability to work independently adapt to shifting priorities and meet deadlines.

Medical Records Administration Specialist GS-9
Experience: One year of creditable experience equivalent to the next lower grade level that demonstrates the knowledge skills abilities and other characteristics described at that level.

OR

Education: Education equivalent to two full years of progressively higher level graduate education or a masters degree or equivalent graduate degree from an accredited college or university in a field directly related to health information management.

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

Medical Records Administration Specialist GS-11
Experience: One year of creditable experience equivalent to the next lower grade level that demonstrates all of the KSAs described at that level.

OR

Education: Education equivalent to three full years of progressively higher-level graduate education or a Ph.D. or equivalent doctoral degree from an accredited university or college in the field of health information management.

AND

Demonstrated Knowledges Skills and Abilities
i. Skill in performance and process improvement techniques to develop and implement new or improved solutions in health information management.
ii. 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.
iii. Ability to plan justify develop evaluate assess monitor and advise on current health information management processes and recommend changes in policies or procedures.
iv. Ability to determine and evaluate compliance with legal ethical and regulatory guidelines and accrediting bodies as they apply to health information management.
v. Ability to acquire manage analyze interpret and transform data into 8 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 sedentary. Typically the employee sits comfortably to do the work. However there may be some walking; standing; bending; carrying of light items such as papers books small parts; or driving an automobile etc. No special physical demands are required to perform the work.