Summary
The Medical Records Administrative position is located within the VAMC Washington D.C., Business Office. It provides comprehensive primary and specialty services in medicine, surgery, neurology, and psychiatry using a primary care model. The position is organizationally aligned under the Health Information Management Section(HIMS) and is expected to work closely with all members of the health care team, Medical Center's administration, Site Managers Offices, and VAMC Executive Leadership.
Duties
Duties may include but not limited to:
- Provides technical and managerial expertise relative to health information management. This includes recommendations regarding organizational structure, workflow, section policy, interpretation of section objectives, and methods of staffing within the section. Implements recommendations and exercises immediate supervisory authority over the Coding Unit, File/ Scanning unit, and Release of Information Unit. Has knowledge of statistics to assess patient workload and establish quality controls.
- Evaluates Patient Treatment File(PTF) data validation program to include a qualitative review and evaluation of the clinical as well as administrative information reported into the PTF system with analysis and recommendations for corrective action. Responsible for timely and complete submission of all quarterly census patients, and for the PTF abstracts which have a monthly close-out date with an annual hard close-out date for the fiscal year to the Austin Automation Center(AAC) National Patient Care Database(NPCD).
- Advises Medical Record Technicians(MRT) in problem areas about quantitative and qualitative analysis of medical records and determines acceptability of content. Consults with physicians and other clinicians regarding record deficiencies as appropriate.
- Coordinates and updates the Quality Management program for HIMS. Joint Commission and VA standards require a quality management program, which includes medical record audits based on input from the Medical Records Committee, quality improvement staff and medical staff. Audits will consist of review files. Develops and maintains collaborative relationships with Physicians, Service Chiefs, and other medical center staff at all organizational levels.
- Additionally, is responsible for determining the need for and extent of training personnel outside HIMS regarding the medical records and its format. May be required to develop training materials and continuing education programs. Training programs developed and conducted by employee may include medical terminology, Evaluation and Management Code assignment, medical record documentation requirements, Release of Information, Privacy Act and HIPAA instructions. Assistance is also provided in formal and informal service training and orientation of house staff as well as other members of the health care team regarding medical record functions and quality content.
- Responsible for assisting physicians and other health professionals in obtaining medical record information to be used in research projects. Advises on what material is available, how it may be obtained and the uses that can be made of the information while protecting the confidentiality of the record. 7. Provides technical guidance to the unit supervisors and lead clerks while providing support of each unit in the absence of the section supervisor. Provides expertise in subpoenas, court orders, advance directives, Privacy Act, Freedom of Information Act, and general release of information as well as other medical legal issues.
- Work is of an analytical, evaluative, and creative nature, and incumbent responsible for keeping abreast of changes that are constantly being made in the health information field as well as allied medical fields and applying the information and knowledge gathered to the operations of the hospital.
Work Schedule: Monday - Friday 8:00am - 4:30pm
Telework: Not Available
Virtual: This is not a virtual position.
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 trial period.
- 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 dentification 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).
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.
Education and 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 equal 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.
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:
- Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates the KSAs described at that level.
AND
- Certification. Employees at this level must have a HIM Certification. (Supporting documentation must be provided)
- NOTE. See paragraph 2d of this appendix for detailed definitions of HIM Certification.
AND
- The candidate must demonstrate the following professional KSAs as well as the supervisory KSA (*) if applicable:
Demonstrated Knowledge, Skills, and Abilities
- Ability to maintain effectiveness and adapt proficiently to changes in the environment, work structure, processes, tasks, or requirements.
- Skill in developing new policies and procedures for administering health information management programs to improve program effectiveness and/orapply newly developed programs or theories to problems that require new approaches.
- Knowledge of the legal, ethical, and professional standards, as they apply to health information management.
- Ability to provide sound, technical guidance to the professional staff and executive leadership regarding major programs, legal, or procedural changes related to health information management.
- Skill in conducting studies, analyzing data, and presenting results.
- Skill in management/administration, which includes program planning, coordination, interpretation, consultation, negotiation, problem solving, and monitoring.
- 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. This assignment serves as the MRA Veterans Integrated Service Networks (VISN) HIM with responsibility for the management and direction of the health information management program. VISN medical record administrators serve at the Network level and have health information management oversight responsibilities for the Network. This position may be supervisory or non-supervisory. The MRA VISN HIM is responsible for the programmatic oversight of HIM programs and assures that the VISN has a state-of-the-art HIM program that meets all accreditation, regulatory, and VA requirements, in addition to meeting the needs of executive management. The MRA VISN HIM coordinates overall strategy for HIM services across the multi-facility integrated healthcare system. They implement and support all VISN HIM initiatives and activities and provide operational support to HIM departments at the facility level. The MRA VISN HIM develops, implements, and provides oversight to facility HIM leadership in the management of accuracy and timeliness of work, work processes, and overall workload responsibilities. This position is responsible for all aspects of the HIM program, which includes developing and/or acquiring shared resources, such as contracts, staff, and education and training opportunities.
Reference: For more information on this qualification standard, please visit
https://www.va.gov/ohrm/QualificationStandards/.
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/.
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; 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:
- Professional Certification
- Resume
- Transcript
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 (Schedule A)
- Disability Letter (VA)
- Professional Certification
- Resume
- 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, 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.
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 07/08/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12756201.
- 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.
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 acceptable 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.