Chief, Medical Records Administrator

Summary

This position serves as the Chief, Health Information Management Service (HIMS) of Business Office at the Erie VAMC. The Chief, HIMS is responsible for management of the facility's health record program and medical information/data. Participates actively in all clinical programs in the VAMC and assures the institution has a state-of-the-art health information program that exceeds all Joint Commission and VA requirements in addition to meeting the needs of executive management and clinical staff.

Duties

Duties: Maintenance/possession of an active credential from the American Health Information Management Association (AHIMA) as a Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) is highly desirable. The incumbent must have significant expertise in computerization of records systems and the maintenance of such systems. He/she must possess the ability to plan, organize, direct and control all health record activities. The incumbent must also be able to lead and/or assist with medical research efforts that require health information expertise. Finally, the incumbent serves as the acting Privacy/FOIA Officer in the absence of the facility Privacy Officer. Duties included but not limited to: Records management: Responsible for all facets of health records management for the facility. Management of patient files: Responsible for running the health record coding program and assuring that the facility fully accounts for workload in a timely, accurate manner. Revenue Support: Serves on a multidisciplinary revenue team to ensure optimal processes are in place in order to facilitate maximum reimbursement opportunities. Provides expertise on billing actions to improve collections. Clinical support role: The incumbent is a responsible for providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, patient privacy and confidentiality, etc. Joint Commission and QI: Health information is an integral part of The Joint Commission standards and excellent health information management is essential for Business Office to maintain its standing as a fully accredited institution. Patient care delivery support: Responsible for assuring that all patients have a complete record of their medical care at the facility. Automation: Incumbent is responsible for leading the automation of all health information systems at Erie VAMC. Education: As a resource for the institution, incumbent conducts training programs in health record science, medical terminology, health record documentation, and medico-legal matters. Management: Incumbent directly supervises all personnel working within the Health Information Program, including the Medical Record Coders, Medical Record Technicians, and File Clerks. Responsible for maintenance and evaluation of health records, and assuring legal requirements for care are met. Plays a central role in developing and coordinating internal review systems to assure that both clinical and administrative activities are in compliance with agency and accrediting and regulatory requirements. Work Schedule: Monday-Friday; 8:00am-4:30pm Compressed/Flexible: Not Available Telework: Ad-Hoc Remote: Not Authorized Virtual: This is not a virtual position. Functional Statement #: 000000 Relocation/Recruitment Incentives: Authorized Permanent Change of Station (PCS): Authorized Requirements

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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's 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). 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 interest. In 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

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. 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 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 (please see further below for grade specific certification requirements): Coding Certification through AHIMA or AAPC. HIM Certification through AHIMA. Health Data Analyst Certification through AHIMA 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 - Chief, GS-12: Experience. One year of creditable experience equivalent to the next lower grade (GS-11) level that demonstrates the KSAs described at that level. Experience includes but limited to: process improvement, plan, justify, develop, evaluate, assess, monitor, and advise on current health information management processes and recommend changes in policies or procedures, determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management, Ability to acquire, manage, analyze, interpret, and transform data into accurate, consistent, and meaningful information. Certification. Employees at this level must have a HIM Certification. HIM Certification must be through AHIMA. Current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA). Demonstrated Knowledge, Skills, and Abilities: Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management. Skill in evaluating, developing and implementing new policies, procedures, and programs. 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. Ability to develop and conduct training on health information management programs, policies, procedures, and performance improvement activities. Ability to effectively procure and manage HIM resources (i.e. space, staffing, education, budget, etc.). 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. Customer service skills necessary to effectively communicate (written and verbal) and interact with all levels of hospital personnel, physicians, patients, and outside agencies. Ability to deal effectively with sensitive and/or complex situations. References: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. Physical Requirements: Work is primarily sedentary, but involves use of a personal computer so a degree of manual dexterity and visual acuity sufficient to utilize these tools is required. Some physical effort is required in that incumbent lifts and carries reference books, working papers and similar items to and from meetings. A moderate amount of standing and walking is required in getting to and from meeting places away from the worksite. No special physical demands are required

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. How You Will Be Evaluated

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, 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. The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. 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. Other Information

Receiving Service Credit for 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. 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 an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.