Summary
This position serves as the Supervisory Medical Record Administrator (MRA) and is the Chief, Health Information Management (HIM) Section of the Health Administrative Service (HAS) at the Jonathan M. Wainwright Memorial VA Medical Center (JMWMVAMC), Walla Walla, Washington.
This job is open to
Clarification from the agency
The area of consideration will be referred in the following order:
1. Current permanent Facility employees
2. Current permanent Agency (Department of Veterans Affairs) employees
3. Current permanent employees of other Federal agencies
Veterans Preference: Veterans' preference does not apply to promotions, reassignments, a change to lower grade, or transfer for internal announcements.
Duties
The Supervisory Medical Record Administrator (Chief HIM) is delegated full program management and direct supervisory responsibility for 3 Medical Records Technicians Coders, 3 Release of Information (ROI) professionals, and 7 File Clerks. The MRA is the sites subject matter expert and highest level professional position at the facility with responsibility for the management and direction of the health information management program and services and provides technical advice, planning, and evaluation about health information management issues. Duties will include:
- 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 standards, the Commission on Accreditation of Rehabilitation Facilities (CARF), and other regulatory and accrediting agencies.
- The Health Information Manager also creates and monitors systems to ensure accurate, timely, and complete health records, in accordance with VHA policy and The Joint Commission 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.
- Responsible for auditing of all HIM functions and ensuring appropriate compliance.
- 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 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.
- Incumbent provides technical expertise in health records science and other very technical aspects of health information.
- 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 The Joint Commission and is consistent with professional health records standards.
- The incumbent is a key advisor to the Chief of Staff, Executive Leadership, and clinicians and is responsible for providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, patient privacy and confidentiality, etc.
- Recommends improvements in documentation used to provide patient care, to optimize VERA workload, third party reimbursement and to manage resources.
- Completes internal quality assurance reviews and audits to ensure employee performance meets quality and quantity standards.
- Establishes monitors to ensure the timeliness of hard-copy and/or electronic health record entries and reports findings with subsequent trending of data.
- Provides management officials hard copy and/or electronic health record review results and trends on an ongoing basis.
- Maintains and reports delinquent records by number, type of deficiencies and responsible provider.
- Incumbent serves as a resource for patient data on both patient-specific and aggregate databases.
- Represents HAS and the Associate Director and acts as subject matter expert at the facility-wide Health Records Committee.
- The incumbent is a key member of the Quality Improvement (QI) team, works closely with QI personnel, and is responsible for assuring that the facility is following all The Joint Commission and CARF standards regarding health information.
- Incumbent is also responsible for assuring that all patients have a complete, accurate, and timely record of their medical care at the facility. Also, must assure that such information is appropriately stored and readily available for the provision of medical services to the patients.
- Incumbent is responsible for leading the automation of all health information systems.
Work Schedule: Monday - Friday 8:00AM-4:30PM
Telework: Not Authorized
Virtual: This is not a virtual position.
Relocation/Recruitment Incentives: Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required
Requirements
Conditions of Employment
- 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.
- Must pass pre-employment physical examination.
- 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.
Qualifications
To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement.
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. MRAs must be proficient in spoken and written English. See 38 U.S.C. ยง 7403(f).
- Education or Experience:
- (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 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,
- (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:
- HIM Certification through AHIMA. NOTE. See paragraph 2d above for a detailed definition of HIM 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.
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 (CHIM)),] GS-12
Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates the KSAs described at that level.
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. Skill in evaluating, developing and implementing new policies, procedures, and programs.
iii. 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.
iv. Ability to develop and conduct training on health information management programs, policies, procedures, and performance improvement activities. v. Ability to effectively procure and manage HIM resources (i.e. space, staffing, education, budget, etc.).
vi. 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.
vii. Customer service skills necessary to effectively communicate (written and verbal) and interact with all levels of hospital personnel, physicians, patients, and outside agencies.
viii. Ability to deal effectively with sensitive and/or complex situations.
References: VHA Handbook 5005, Part II, Appendix G33
The full performance level of this vacancy is GS-12.
Physical Requirements: Moderate lifting and carrying (15-44 lbs), use of fingers, crawling, use of computer and mouse.
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.
Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
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, 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.
Required Documents
To apply for this position, you must provide a complete Application Package which includes:
- AHIMA HIM Certification
- Resume
- SF-50/ Notification of Personnel Action
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 (VA)
- AHIMA HIM Certification
- Other (2)
- Performance Appraisal
- Professional Certification
- Resume
- SF-15
- SF-50/ Notification of Personnel Action
- Transcript
Veterans' Preference: Veterans' preference does not apply to promotions, reassignments, a change to lower grade, or transfer for internal announcements.
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.
How to Apply
All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 05/16/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12399213.
- To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
- Click Submit My Answers to submit your application package.
NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.
|