Medical Records Administration Specialist

Summary

Join NIH's Clinical Center as a Medical Records Administration Specialist and help protect the integrity of the electronic health record while supporting patient care and clinical research. You'll review documentation, apply coding and privacy standards, improve data quality, and collaborate with clinical staff to strengthen health information practices in a unique biomedical research environment. Make a meaningful impact where healthcare, data, compliance, and discovery come together.

Duties

Review and analyze electronic health record documentation for accuracy, completeness, data integrity, and compliance with applicable requirements. Identify and resolve documentation issues, including missing, duplicate, mis-indexed, or inconsistent medical record information. Assign and review ICD, CPT, and HCPCS codes to accurately capture diagnostic and procedural information. Analyze coding and documentation trends, conduct quality assurance reviews, and recommend corrective actions or training. Collaborate with clinical and administrative staff to improve documentation practices and support accurate, complete medical records. Process requests for medical information and ensure compliance with privacy, legal, and disclosure requirements. Support improvements to electronic health record and document-management workflows, data retrieval, and system enhancements. Maintain and analyze coded clinical data to support reporting, research, resource tracking, and operational decision-making. Qualifications

You qualify at the GS-09 level, if you meet one of the following qualification requirements: A. You must demonstrate in your resume at least one (1) year of qualifying experience equivalent to at least the GS-07 level in the Federal service obtained in either the private or public sector, performing the following types of tasks: 1. Maintain health information policy guidelines in accordance with federal and state regulations.; 2. Enforce Health Insurance Portability and Accountability Act (HIPAA) compliance as it relates to protecting patient privacy and data security.; 3. Assign International Classification of Diseases (ICD), Current Procedural Terminology (CPT), and Healthcare Common Procedure Coding System (HCPCS) codes based on strict medical terminology guidelines.; 4. Ensure all medical record entries are properly signed, dated, and reflect history and physical progress notes, and discharge summaries.; 5. Conduct periodic audits of medical record documentation. OR B. Completion of a Master's degree in an accredited or pre-accredited college or university; or 2 full years of progressively higher level graduate education leading to such a degree; or possession of an LL.B. or J.D. degree, if related; OR C. A combination of education and specialized experience that meets the qualification requirements for this position. You qualify at the GS-11 level, if you meet one of the following qualification requirements: A. You must demonstrate in your resume at least one (1) year of qualifying experience equivalent to at least the GS-09 level in the Federal service obtained in either the private or public sector, performing the following types of tasks: 1. Review Electronic Health Records (EHRs) for accuracy, regulatory compliance, and complete documentation.; 2. Assign ICD, CPT, and HCPCS codes based on strict medical terminology guidelines.; 3. Analyze trends and track data patterns to generate utilization reports and optimize resource allocation.; 4. Provide feedback to staff to improve future medical records documentation.; 5. Recommend changes to EHR software performance, clinical workflows, and internal quality assurance protocols. OR B. Completion of a Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree or an LL.M., if related; OR C. A combination of education and specialized experience that meets the qualification requirements for this position. You will receive credit for all experience material to the position, including experience gained in religious, civic, welfare, service, and organizational activities, regardless of whether you received pay. Do not copy and paste the duties or specialized experience from this announcement into your resume as that will not be considered a demonstration of your qualifications for this position. We may verify or assess your qualifications at any time. Inflated or unsupported qualifications may affect your rating. Any misrepresentation or material omission of facts may be sufficient cause to end further consideration of your candidacy. Persons listed as knowing your past accomplishments or experience in your application may be contacted for verification purposes at any time. Verification may, but need not, begin before receiving an offer. Preview application questionnaire before you apply: https://apply.usastaffing.gov/ViewQuestionnaire/13055299

Education

If you qualify based on education in lieu of specialized experience, you are strongly encouraged to submit a copy of your transcripts or a list of your courses including titles, credit hours completed and grades. Unofficial transcripts will be accepted in the application packages. Official transcripts will be required from all selectees prior to receiving an official offer. Click here for information on Foreign Education. How You Will Be Evaluated

You will be evaluated based on how well you meet the qualifications listed in this vacancy announcement. Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following competencies: Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on an assessment may also result in your removal from consideration. The position(s) advertised in this announcement are covered by the agency's Reemployment Priority List (RPL). RPL candidates will be rated, placed into one of the quality categories below, and referred to the hiring office, once veterans' preference is applied. Qualified Well Qualified Best Qualified Additional selections may be made for similar positions across the Department of Health and Human Services (HHS) within the local commuting area(s) of the location identified in this announcement. By applying, you agree to have your application shared with interested selecting official(s) at HHS. Clearance of CTAP/ICTAP will be applied for similar positions across HHS. To be considered well qualified for the purposes of the Career Transition Assistance Program (CTAP) and the Interagency Career Transition Assistance Program (ICTAP), you must be able to satisfactorily perform the duties of the position upon entry and substantively exceed the basic qualifications by scoring at least 80 points on the assessment(s) and meet all eligibility, physical, medical, suitability, and all other requirements. Other Information

If selected, you may be eligible to receive a salary above the minimum based on superior qualifications and/or a special need of the Government for your services. This applies to employees paid under the General Schedule (GS) and Federal Wage System (FWS) pay systems and is at the discretion of the hiring manager. A salary above the minimum must be approved before the appointment. This position is designated as a tier 2 "non-emergency/teleworker" position and the selected candidate will be considered a "non-emergency/teleworker" employee. In the event of a closure, you must be available to telework or request leave. A newly appointed or reappointed employee may receive service credit for prior work experience or active-duty uniformed service that otherwise would not be creditable for the purpose of determining his or her annual leave accrual rate. All creditable service must be directly related to the duties of the position being filled and decisions to allow for such credit must be finalized prior to the selectee's entrance on duty. Recipients will be determined on a case-by-case basis based on organizational need, specific case justification, and budget limitations. Newly appointed or reappointed individual may receive a recruitment incentive. Recipients will be determined on a case-by-case basis based on organizational need, specific case justification, and budget limitations. At the supervisor's discretion, this position may offer work schedule flexibilities: situational telework and alternative work schedules. PHS Commissioned Officers interested in performing the duties of this position within the Commissioned Corps should apply online to this announcement to receive consideration. Visit Help Applying for helpful information on the application process. Military Spouses selected from this announcement will remain in their current duty location (i.e., the official duty station of the military service member. If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments here: Reasonable Accommodation Information. Veterans' Preference only applies to Schedule A (disability appointment), HHS Reemployment Priority List (RPL) Eligibles, HHS Priority Reemployment List (PRL) Eligibles, and Veterans Recruitment Appointments (if applicable).