Duties

Summary

The incumbent serves as the Chief, Health Information Management Section, Business Office. Incumbent is a Registered Health Information Administrator who is charged with full responsibility, both technical and administrative, for the daily operation of the Health Information Management Section which consists of all functions of medical record activities related to coding, analyzing, and release of information, transcription, file room and scanning programs.

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Responsibilities

The incumbent serves as the Chief, Health Information Management Section, Business Office. Incumbent is a Registered Health Information Administrator who is charged with full responsibility, both technical and administrative, for the daily operation of the Health Information Management Section which consists of all functions of medical record activities related to coding, analyzing, and release of information, transcription, file room and scanning programs. Provides expertise, guidance and direction and has responsibilities relative to providing supervision, administrative support, coordination, and technical assistance in the planning, development and maintenance of an effective, comprehensive, and integrated HIM Program at this Medical Center.

The major duties of the MRA (Chief HIMS) are the following, but are not limited to:

• Provides technical and managerial expertise to health information management. This includes recommendations regarding organizational structure, workflow, section policy, interpretation of section objectives, and methods of staffing within the section. Implements recommendations and exercises immediate supervisory authority over the Coding Unit, File/Scanning Unit, and Release of Information Unit. Has knowledge of statistics to assess patient workload and establish quality controls.
• Evaluates Patient Treatment File (PTF) data validation program to include a qualitative review and evaluation of the clinical as well as administrative information reported into the PTF system with analysis and recommendations for corrective action. Responsible for timely and complete submission of all quarterly census patients, and for the PTF abstracts which have a monthly close out date with an annual hard close-out date for the fiscal year to the Austin Automation Center (AAC) National Patient Care Database (NPCD).
• Advises Medical Record Techs (MRTs) in problem areas about quantitative and qualitative analysis of medical records and determines acceptability of content. Consults with physicians and other clinicians regarding record deficiencies as appropriate.
• Coordinates and updates the Quality Management program for HIMD. Joint Commission and VA standards require a quality management program, which includes medical record audits based on input from the Medical Records Committee, quality improvement staff and medical staff. Audits will consists of a review mechanism for designating records and audit criteria, display of results and maintenance of review files. Develops and maintains collaborative relationship with Physicians, Service Chiefs, and other medical center staff at all organizational levels.
• Additionally, is responsible for determining the need for and extent of training personnel outside HIM with regard to the medical records and its format. May be required to develop training materials and continuing education programs. Training programs developed and conducted by employee may be include medical terminology, Evaluation and Management Code assignment, medical record documentation requirements, Release of Information, Privacy Act and HIPAA instructions. Assistance is also provided in formal and informal service training and orientation of house staff as well as other members of the health care team regarding medical record functions and quality content.
• Responsible for assisting physicians and other health professionals in obtaining medical record information to be used in research projects. Advises on what material is available, how it may be obtained and the uses that can be made of the information while protecting the confidentiality of the record.
• Provides technical guidance to the unit and lead clerks while providing support of each unit in the absence of the section supervisor. Provides expertise in the area of subpoenas, court orders, advance directives, Privacy Act, Freedom of Information Act (FOIA), and general release of information as well as other medico-legal issues.
• Work is of an analytical, evaluative, and creative nature, and incumbent is responsible for keeping abreast of changes that are constantly being made in the health information field as well as allied medical fields and applying the information and knowledge gathered to the operations of the hospital.

Work Schedule: Monday - Friday, Tour of Duty: 7:30am-4:00pm
Financial Disclosure Report: Not required

Travel Required

Occasional travel - Occasional travel required for site visits and training.

Supervisory status
Yes

Promotion Potential
None

Requirements

Conditions of Employment

• You must be a U.S. Citizen to apply for this job
• Designated and/or random drug testing may be required
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to a background/security investigation
• Must be proficient in written and spoken English
• Selected applicants will be required to complete an online onboarding process
• Must have a current Certificate of HIM Certification (RHIT/RHIA)

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:
• 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,

• Education [Successful completion of a bachelor's degree or higher from a 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:
• (1)Coding Certification through AHIMA or AAPC.
• NOTE. See paragraph 2a above for a detailed definition of Coding Certification.
  OR,

• HIM Certification through AHIMA.
• NOTE. See paragraph 2d above for a detailed definition of HIM Certification.
  OR,

• Health Data Analyst Certification through AHIMA.
• NOTE. See paragraph 2c above for a detailed definition of Health Data Analyst Certification.
• NOTE. HIMs Certification is required for all positions above the full performance level
• 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
• Grandfathering Provision.] [ ] All persons employed in VHA [as an MRA] are considered to have met all qualification requirements for the title, series, and grade held, including positive education, and [registration and/or] certification [ ] that are part of the basic requirements of the occupation. For employees who do not meet all the basic requirements [ ] in this standard, but who met the qualifications applicable to the position at the time they were appointed [ ], the following provisions apply:
• (1) Such employees may be reassigned, promoted up to, and including, the full performance ([journeyman]) level, or [changed to lower grade] within the occupation, but may not be promoted beyond the [journeyman] level or placed in supervisory or managerial positions.
• (2) Employees who [were] appointed on a temporary basis, prior to the effective date of the qualification standard, may not have their temporary appointment extended or be reappointed on a temporary or permanent basis until they fully meet the basic requirements of the standard.
• (3) Employees initially grandfathered into this occupation who subsequently obtain additional education and/or licensure/[registration/]certification[, and] meet all the basic requirements of this qualification standard, must maintain the required credentials as a condition of employment in the occupation.
• (4) MRAs who are converted to title] 38 [hybrid status] under this provision [and subsequently leave the] occupation [lose] protected status and must meet the full VA qualification standard requirements in effect at the time of reentry [, as a medical records administrator].
  

Physical Requirements. See VA Directive and Handbook 5019.

English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).

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, GS-13 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.
NOTE. See paragraph 2d of this appendix for detailed definitions of HIM Certification.
AND
The candidate must demonstrate the following professional KSAs [as well as the supervisory KSA (*) if applicable:
Demonstrated Knowledge, Skills, and Abilities
i. Ability to maintain effectiveness and adapt proficiently to changes in the environment, work structure, processes, tasks, or requirements
ii. Skill in developing new policies and procedures for administering health information management programs to improve program effectiveness and/or apply newly developed programs or theories to problems that require new approaches.
iii. Knowledge of the legal, ethical, and professional standards, as they apply to health information management.
iv. Ability to provide sound, technical guidance to the professional staff and executive leadership regarding major programs, legal, or procedural changes related to health information management.
v. Skill in conducting studies, analyzing data, and presenting results.
vi. Skill in management/administration, which includes program planning, coordination, interpretation, consultation, negotiation, problem solving, and monitoring.
*vii. Ability to provide the full range of supervisory duties to include assignment of work; completing performance evaluations; selection of staff; and recommendation for awards, advancements, and disciplinary actions, when appropriate.

References: VA Handbook 5005/130, Part II, Appendix G33

The full performance level of this vacancy is GS-13.

Physical Requirements: See VA Directive and Handbook 5019.

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html .

Additional information

This job opportunity announcement may be used to fill additional vacancies.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

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.

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.

If you are unable to apply online view the following link for information regarding an Alternate Application .

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, résumé, 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.

Background checks and security clearance

Security clearance
Other

Drug test required
No

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process
Suitability/Fitness

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

• Certificate of HIM Certification (RHIT/RHIA)
• Resume
• SF-50/ Notification of Personnel Action

VA Form 10-2850c Application for Associated Health Occupations can be found at: http://www.va.gov/vaforms/search_action.asp?FormNo=2850&tkey=&Action=Search .

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.

• Cover Letter
• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• OF-306
• Certificate of HIM Certification (RHIT/RHIA)
• Resume
• SF-50/ Notification of Personnel Action
• Transcript

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx .

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.