Medical Record Administrator( Assistant Chief of HIMS)- Detail Position -NTE 1 year

Clarification from the agency

This is a DETAIL position, Not to Exceed 1 year. This announcement is open to Current permanent James A. Haley employees only. NOTE: The 2-page Resume requirement does not apply to this position.

THIS IS A DETAIL POSITION, NTE 1 year Applicant must have manager approval for this detail position. Please submit documentation of approval as an attachment. Applicant will also need to attach the most recent 2025- Performance appraisal, with a rating of Fully Successful or higher.

Serves as the Assistant Chief of Health Information Management (ACHIM) in a medical facility of complexity level 2 or 3, with responsibility for the supervision of all HIM functions. Is a full assistant to the Chief of Health Information Management (CHIM). Keeps current on emerging issues and trends in the HIM field, including process improvement initiatives for HIM, the electronic health record (EHR), medical coding, clinical documentation integrity, health record documentation analysis, transcription/speech recognition, release of information, file room, scanning and indexing, and health information exchange. Keeps the CHIM, management and clinical staff abreast of changing technology in electronic systems used to collect, process, code, protect and store health information.

Duties and responsibilities include, but are not limited to:

• Consistently conducts audits and monitors for all areas of responsibility, ensuring accurate and timely data is processed by all employees.
• Reviews completed work and assesses quality, quantity, accuracy, and timeliness of work produced by each employee and provides constructive feedback.
• Develops performance standards and conducts performance evaluations. Develops and conducts competency assessments.
• Provides administrative support to other HIM Supervisors/Leads by aiding in the selection, training, and evaluation of employees.
• In the absence of the CHIM, incumbent functions as Acting Chief of the Section and is responsible for overall management of the Sections' program and functions.
• Performs audits and analyses, prepare reports, and presents findings and recommendations to the CHIM, Service Line Leaders and designees.
• Participates in various facility, VISN and national committees requiring HIM subject matter expertise.
• Consults with physicians and other clinical staff regarding health record deficiencies as appropriate.
• Assists with the retrieval, review, analysis and reporting of health record reviews, HIM performance monitors, and action plans.

Work Schedule: Monday-Friday, 8:00 a.m.- 4:30p.m.
Telework: Ad-hoc as determined by the agency policy.
Virtual: This is not a virtual position.
Functional Statement #: 72346F
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized

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.
• 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.
• 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).
• 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: All applicants must meet the following basic qualifications.

• Citizenship. Candidates must be a citizen of the United States.
• English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).
• 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 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 Medical Records Administrators (MRA) positions in the GS-0669 series in VHA must meet one of the following: Coding Certification through American Health Information Management Association (AHIMA) or American Association of Professional Coders (AAPC) or HIM Certification through AHIMA or Health Data Analyst Certification through AHIMA.

NOTE. HIMs Certification is required for all positions above the full performance level

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. Medical Records Administrators must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).

GRADE REQUIREMENTS: In addition to the basic requirements for employment, the following criteria must be to qualify for a specific grade level

Medical Records Administrator GS- 12

Experience. One year of creditable experience equivalent to the next lower grade level (GS-11) that demonstrates the KSAs described below. ACHIM ensures the facility is in compliance with applicable standards by completing HIM audits, healthcare data reports, and statistical information, for timely and accurate reporting. They establish, implement, and monitor HIM performance through metrics, productivity measures, benchmarking, and other applicable tools. This MRA position ensures quality and efficiency for all areas and processes of the HIM department.

Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate all of the following KSAs:

i. Skill in performance and process improvement techniques to develop and implement new or improved solutions in health information management.
ii. Ability to advise management and staff at various levels regarding health record documentation requirements and health information management practices based on current industry standards, policies, statutes, laws, and regulations.
iii. Ability to plan, justify, develop, evaluate, assess, monitor, and advise on current health information management processes and recommend changes in policies or procedures.
iv. Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies as they apply to health information management.
v. Ability to plan, justify, develop, evaluate, assess, monitor and/or advise on current HIM processes and recommend changes in policies or procedures.
vi. Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment).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.


Assignments. The ACHIM assists the Chief HIM (CHIM) in establishing policies, responsibilities, and requirements for HIM related matters, such as health record documentation, coding and clinical documentation improvement, records management, release of information, file room/scanning, transcription and medical speech recognition, as well as the overall management of health information and Veterans health records. The ACHIM assists the CHIM in identifying and setting short-range and long-range goals, program objectives, and tasks to meet the mission and vision of the medical center. They monitor and manage HIM workflow to ensure program objectives are met. They also assist with planning, developing, directing, and evaluating health information and other functions. They oversee implementation and adherence to HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies.

Preferred Experience: Minimum five years experience in Health Information Records Management.


References: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

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.

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

• Long-form resume/Curriculum vitae (CV)
• Professional Certification
• SF-50/ Notification of Personnel Action
• Transcript

• Resume - Your resume must include the following information for each job listed
• Job title
• Grade Level (for Federal positions)
• Duties (be as detailed as possible and ensure they demonstrate how you meet the specialized experience and/or Knowledge, Skills and Abilities required for the position
• Month & year start/end dates (e.g. June 2007 to April 2008)
• Full-time or part-time status
  • (include hours worked per week)
• Copy of transcripts documenting the required degree
• Current or former VA Employees must submit a copy of a current and/or highest grade held SF-50 - Notification of Personnel Action (Not an award SF50)
• 2025 Performance Appraisal
• Manger/Supervisor Approval Memo

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please 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
• Long-form resume/Curriculum vitae (CV)
• Managers/Supervisor approval memo
• Performance Appraisal
• Professional Certification
• 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 Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

Veterans' preference does not apply for internal or other current permanent Federal agency employees.

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