Medical Records Administration Specialist

Clarification from the agency

Open to current permanent Department of Veteran Affairs employees and current/past/upcoming VHA Health Professions Trainee (HPT) Graduates. Veterans' preference does not apply. NOTE: The 2-page Resume requirement does not apply to this position.

• Serves as a technical specialist and subject matter expert in health information management (HIM), providing advice and guidance on documentation requirements for coding, liability issues, advance directives, informed consent, scanning, speech recognition, release of information, state reporting, record control, confidentiality, and regulatory requirements.

• Conducts research and coordinates projects and studies involving health record systems. Determines the scope of studies, develops action plans and study tools, compiles and analyzes data, summarizes findings, makes recommendations, and prepares management reports.

• Analyzes HIM processes, workflows, and record review systems; identifies best practices and opportunities for improvement; and recommends and implements changes to improve productivity, data quality, performance, and turnaround times.

• Assists in developing, revising, and maintaining health information policies and procedures to incorporate new approaches while ensuring compliance with VHA directives, federal regulations, The Joint Commission standards, and medico-legal requirements.

• Conducts quantitative and qualitative health record reviews and quality assurance studies to ensure documentation is accurate, timely, complete, and supports patient care, data collection, research, coding, reimbursement, and legal requirements.

• Compiles, reviews, abstracts, retrieves, analyzes, and interprets medical, legal, clinical, diagnostic, procedural, workload, and statistical data for local, VISN, VHA, research, and special-study needs.

• Assures the accuracy and timeliness of patient service charge and workload capture in accordance with applicable laws and regulations. Reviews clinical documentation, encounter data, registration information, and charge records to identify and resolve errors, missing charges, suspended charges, and encounters requiring additional action.

• Serves on the local Revenue Cycle/Charge Services Team and collaborates with clinical, ancillary, administrative, informatics, revenue, finance, and other departments to ensure HCPCS/CPT charge items and associated documentation accurately reflect the service, date, and rendering provider.

• Coordinates CPT/HCPCS coding and Charge Description Master updates; supports validation of clinical and encounter data; audits reports such as Charges out of Bounds, Suspended Charges, and General Ledger reports; and facilitates correction of documentation and registration issues affecting encounter accuracy.

• Serves as a liaison for electronic health record (EHR) and automated clinical applications. Analyzes information flow, tests and verifies HIM software and patches, coordinates local testing with developers, troubleshoots functional issues, submits work orders or Remedy tickets, and provides feedback regarding system modifications and enhancements.

• Provides technical assistance for HIM software and computer applications, including coding, release of information, dictation, medical speech recognition, electronic forms, templates, and other EHR functions. Reviews requests for new or revised templates and forms and assists with implementation.

• Serves as a point of contact for health record corrections, including retracting erroneous notes, re-titling notes, assigning or removing notes from consult requests, and reassigning, rescinding, or removing incorrectly entered or uploaded documents.

• Collaborates with physicians, nurses, clinical providers, Clinical Applications Coordinators, and other staff to resolve incomplete, inconsistent, or improperly identified documentation and provides guidance on capturing required medical information.

• Provides training and education to HIM, clinical, and administrative staff on health information management, documentation, coding, EHR functionality, privacy, release of information, revenue cycle processes, and emerging technologies.

• Assists the Chief, Health Information Management, and HIM leadership in establishing program goals, objectives, quality improvement initiatives, presentations, audits, performance monitors, and short- and long-range plans.

• Participates in facility, VISN, and national committees and subcommittees requiring HIM expertise and collaborates with National Program Offices, the Office of Finance, Managerial Cost Accounting Office, VAMC, VISN, CPAC, and National Charge Services Teams, as applicable.

Work Schedule: Full-time, Monday - Friday, 8:00 AM - 4:30 PM
Telework: Not Available
Virtual: This is not a virtual position.
Functional Statement #: 60228-0, 60225-0, 60226-0, 60227-0

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.
• 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.

Citizenship. Candidates must be a citizen of the United States. Non-citizens may be appointed when it is not possible to recruit qualified candidates in accordance with 38 U.S.C. § 7407(a).

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. Persons hired or reassigned to MRA positions in the GS-0669 series in VHA must meet one of the following:

(1) Coding Certification through AHIMA or AAPC.

NOTE. See paragraph 2a for a detailed definition of Coding Certification.

OR,

(2) HIM Certification through AHIMA.

NOTE. See paragraph 2d for a detailed definition of HIM Certification.

OR,

(3) Health Data Analyst Certification through AHIMA.

NOTE. See paragraph 2c for a detailed definition of Health Data Analyst Certification.

Grandfathering Provision. 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. In addition to the basic requirements for employment, the following criteria must be met when determining the grade of candidates.

Medical Records Administration Specialist, GS-5. None beyond basic requirements.

Medical Records Administration Specialist, GS-7

(a) Experience. In addition to the basic requirements, one year of creditable experience equivalent to the next lower grade level.

OR,

(b) Education. (Advanced Entry-Level Placement). Applicants who meet the GS-5 grade level may be appointed at the GS-7 grade level, if they possess a bachelor's degree from an accredited college or university in a major field of study in health information management, with an exemplary academic record as demonstrated by:

i. A 3.0 or higher-grade point average (GPA) out of a possible 4.0 GPA ("B" or better), as recorded on their official transcript or as computed based on four years of education, or as computed based on courses completed during the final two years of the curriculum; or

ii. A 3.5 GPA or higher out of a possible 4.0 GPA ("B+" or better) based on the average of the required courses completed in the major field of study, or the required courses completed in the major field of study during the final two years of the curriculum.

AND

(c) Demonstrated Knowledge, Skills, and Abilities.

i. Knowledge of current classification systems, such as International Classification of Diseases, Current Procedural Terminology, and the Healthcare Common Procedure Coding System (HCPCS).

ii. Ability to effectively communicate (written and verbal) with medical center staff, patients, and external entities.

iii. Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis of health information.

iv. Ability to utilize computer applications with varied functions to produce a wide range of reports, to abstract records, collect and analyze data and present results in various formats.

v. Ability to work independently, adapt to shifting priorities, and meet deadlines.

Medical Records Administration Specialist, GS-9

(a) Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates the knowledge, skills, abilities, and other characteristics described at that level.

OR,

(b) Education. Education equivalent to two full years of progressively higher level graduate education or a master's degree or equivalent graduate degree from an accredited college or university in a field directly related to health information management.

AND

(c) Demonstrated Knowledge, Skills, and Abilities

i. Knowledge of medical and legal requirements related to health information management and health records.

ii. Ability to provide technical advice and guidance on health information management practices.

iii. Skill in extracting data from various sources and analyzing health information to create reports.

iv. Skill in researching, interpreting, and applying health information management guidelines.

v. Knowledge of performance and process improvement techniques to develop new or improved solutions in health information management.

Medical Records Administration Specialist, GS-11

(a) Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates all of the KSAs described at that level.

OR,

(b) Education. Education equivalent to three full years of progressively higher-level graduate education or a Ph.D., or equivalent doctoral degree from an accredited university or college in the field of health information management.

AND

(c) Demonstrated Knowledges, Skills, and Abilities

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, statues, 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 acquire, manage, analyze, interpret, and transform data into accurate, consistent, and meaningful information.

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

The full performance level of this vacancy is GS-11. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-5 to GS-11.

Physical Requirements: See VA Directive and Handbook 5019.

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.

Area of Consideration - Eligible applications will be reviewed and referred in the following order:

1. Current permanent VA employees of the facility.
2. All other VA employees.

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

Your resume or CV must include the following information for each position listed. If any of this information is missing, we may be unable to determine your qualifications:

• Job title and duties
• Start and end dates, including the month and year (for example, June 2020-April 2021)
• Full-time or part-time status, including the number of hours worked per week
• Series and grade, if applicable

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
• DD-214/ Statement of Service
• Disability Letter (VA)
• Long-form resume/Curriculum vitae (CV)
• Other (1)
• Professional Certification
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

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

Next steps