Medical Records Administrator (Section Chief (CHIM))

The duties of the Medical Records Administrator (Section Chief (CHIM)) in the Business Office include but are not limited to:

• Serves as Section 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 exceed 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. Creates and monitors systems to ensure accurate timely and complete health records in accordance with VHA policy and TJC health information protocols. 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.
• Provide technical advice planning and evaluation about health information management issues impacting 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 Section CHIM. A position with program responsibility over less than a single health care system does not have full program responsibility for the health information management program.
• 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 development implementation and adherence to HIM industry standards policies procedures laws regulations and accrediting bodies. They ensure the facility is in compliance with applicable standards by completing HIM audits developing healthcare data reports and statistical information for timely and accurate reporting. The Section CHIM monitors HIM performance through dashboards productivity standards and benchmarking. They participate in establishing and implementing strategic facility and HIM Department goals and controlling program activities and cost budgeting procurement and property management to achieve goals and improve processes. The Section CHIM monitors and manages HIM workflow to ensure program objectives are met.
• 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 research and facilitate performance improvement processes and legal requirements. Develops policies processes and procedures that address all VA Federal regulatory and accrediting requirements for HIM. Evaluates health records program and independently determines the nature and extent of problem areas. Develops recommendations and solutions for program improvement. Develops and implements innovative solutions to correct technical complex problems.
• Must provide detailed technical expertise in health records science and other very technical aspects of HIM. 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. Must assure that all health information that is coded and abstracted meets the requirements of the VA and/or TJC and is consistent with professional health records standards.
• Performs the administrative and personnel management functions relative to staff supervised. Establishes guidelines and performance expectations for staff which are clearly communicated through the formal employee performance management system. Observes workers performance; demonstrates and conducts work performance critiques.

Work Schedule: Monday - Friday 7:30am - 4:00pm
Compressed/Flexible: No
Telework: Ad-Hoc
Virtual: This is not a virtual position.
Functional Statement #: 91392-0
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Required

• 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.

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.
• 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 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. (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 Determinations:
Medical Records Administrator (Section Chief (CHIM)) GS-13

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

Demonstrated Knowledge Skills and Abilities:

• i. Ability to determine and evaluate compliance with legal ethical and regulatory guidelines and accrediting bodies as they apply to health information management.
• ii. Ability to provide sound technical guidance to staff at various levels about major program legal or procedural changes related to health information management.
• iii. Skill in revising facility policies and procedures to improve health information management services and to evaluate modify and/or adapt new methods to meet regulatory requirements.
• iv. Skill in analyzing complex data interpreting and trending results for effective management of the HIM program.
• v. Skill in management/administration which includes program planning coordination interpretation supervision consultation negotiation problem solving and monitoring of HIM processes.
• vi. Ability to delegate authority evaluate and oversee people and programs accomplish program goals and adapt to changing priorities.

Preferred Experience: Prior experience serving as a Chief or Assistant Chief of Health Information Management Services (HIMS). Professional credentials such as RHIA CCS CPC or RHIT are highly preferred.

References: See VA Handbook 5005 Part II Appendix G33.

The actual grade at which an applicant may be selected for this vacancy is GS13

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.