Medical Records Administrator

Hampton, Virginia
Dec 04, 2021
Dec 10, 2021
Full Time

Creditable Experience: Experience is only creditable if it is in health information management and is directly related to the position to be filled. To be creditable, the candidate's experience must have demonstrated the use of knowledge, skills, and abilities associated with current practice. Experience satisfying this requirement must be active practice, which is paid/non-paid employment as an MRT/MRA or related field such as medical coding, qualitative and quantitative health record analysis, Health Insurance Portability Act privacy and release of information, or preparation, maintenance, and management of health records.

Serves as technical specialist in the broad scope of health information related matters, provides advice and guidance on the HIM program in relation to issues such as, but not limited to, documentation requirements for coding, liability issues, advance directives, informed consent, scanning processes, patient privacy and confidentiality, assessments by the Office of Inspector General, The Joint Commission, and a variety of others, etc. Conducts research on and coordinates projects and studies of records systems. Determines the scope of the study, formulates a plan of action, designs and creates study tools, tabulates results, summarizes findings, makes recommendations, and produces management reports. Analyzes situations or processes and recommends improvements or changes as necessary. Assists in writing health information policies and procedures that reflect new or revised approaches to management of health information and contribute to ensuring that regulatory requirements are met when revising policies and procedures. Assists in conducting quality assurance studies of hard-copy and/or electronic health record processing.

Performs work related to all areas of HIM as well as collaborates with other departments within the medical center and VISN to improve performance and patient care. Compiles, reviews, abstracts, analyzes, and interprets medical/legal data incidental to a variety of patient care and treatment activities.

Serves as an electronic health record liaison in the implementation of automated clinical applications pertaining to the electronic health record. Applications supported concentrate on those involving automation of the clinical record and functions supporting clinicians and other health care providers in multiple using services. Analyzes clinical and administrative processes related to information flow. Tests and verifies software packages prior to activation in production mode. Coordinates with software developers in the local testing of software. Troubleshoots daily operating problems with relevant software modules. Logs problems, referring those requiring a higher level of technical support to the appropriate computer specialist. Provides feedback on the software development and modification needs and requirements of field facilities. Implements integrated software packages. Resolves conflicts and ensures smooth operations in areas where package scope overlaps or is integrated with other service functions.

Participates in facility committees and subcommittees related to health information and provides technical advice when necessary. Participates in training related to VHA Healthcare Information Systems such as VistA, CPRS and other software packages as they relate to HIM job functions.

Quality of Experience: To be creditable, experience must be documented on the application or resume and verified in an employment reference or through other independent means.

Work Schedule: Monday -Friday 8:00am to 4:30pm
Virtual: This is not a virtual position
Position Title/Functional Statement #: Medical Records Administrator/PD000000
Financial Disclosure Report: Not Required


Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
  • 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
  • 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 Department of Veterans Affairs Personnel


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.
Basic Requirements: Experience: At least 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: A bachelor's 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. Transcripts Required
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. Transcripts Require

Grade Determinations: In addition to the basic requirements above, the following is the amount of experience required to qualify for an MRAS at the GS-11 grade level.

Certification Requirement: Persons hired or reassigned to MRAS positions in the GS-0669 series in VHA must have either (1), (2), or (3) below: Copy of certification required.
  • Mastery certification obtained through AHIMA or AAPC to include: Certified Coding Specialist (CCS), Certified Coding Specialist (CCS) - Physician-based (CCS-P), Certified Professional Coder (CPC), Certified Outpatient Coder (COC), and Certified Inpatient Coder (CIC).
  • HIM Certification through AHIMA to include: Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA)
  • Health Data Analyst Certification through AHIMA to include: Certified Health Data Analyst (CHDA).
  • Preferred Experience: In addition to the basic requirements above, the following is the amount of experience required to qualify for an MRAS at the GS-11 grade level.

    References: VA Handbook 5005/130, Part II, Appendix G33, Medical Records Administrator/Medical Records Administration Specialist. Qualification Standards dated 05/28/2020.

    Physical Requirements: The work is sedentary, but may require walking, bending, standing, and /or carrying of light items such as files and manuals. The work does not require any special physical effort or ability. The work area is usually an adequately lighted, heated, and ventilated office or medical facility setting. The work environment involves everyday risks or discomforts that require normal safety precautions.


    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: . 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: .

    Additional information

    Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

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

    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.

    If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application .