Duties
Major duties include, but are not limited to:
GS - 09 Medical Records Administrator (HIM Specialist) duties include but are not limited to the following:
- Performs all duties of the GS-7 Medical Records Administrator;
- Assists the Chief, Health Information Management (CHIM) and the HIM Department in identifying and setting goals, program objectives and tasks to meet the mission;
- Provides subject matter expertise to Service Line Leaders, and medical center staff;
- Provides training for HIM, clinical and administrative staff on HIM topics;
- Designs and performs quality improvement projects regarding HIM issues;
- Keeps current on emerging issues and trends in the health information management field;
- Performs audits and analyses, preparing and presenting findings and recommendations to the CHIM, Service Line Leaders and medical staff;
- Reviews, analyzes and reports HIM performance monitors;
- Advises Principal Investigators and other clinical staff with retrieving health care data;
- Serves as the point of contact for medical record corrections. Documentation corrections may consist of retracting erroneous notes, re-titling notes, assigning notes to or removing from consult requests;
- Problem solves improperly identified documents;
- Assists and provides guidance to supporting clinical services;
- Selects, compiles and trends medical, surgical and statistical data from numerous components of the health record;
- Retrieves diagnostic and statistical data for various reports required;
- Conducts studies, analyzes findings, and makes recommendations to management on the effectiveness and efficiency of substantive, revenue management program operations;
- Develops and implements action plans to ensure that workload capture is appropriate;
- Responds to questions or issues related to that user class;
- Serves as the Contracting Officer Representative for Transcription, Coding and Records Management / Storage.
GS - 11 Medical Records Administrator (HIM Specialist) duties include but are not limited to the following:
- Performs all duties of the GS-7 and the GS-9 Medical Records Administrator;
- Assists the Chief, Health Information Management (CHIM) and the HIM Department in identifying and setting goals, program objectives and tasks to meet the mission;
- Provides subject matter expertise to Service Line Leaders, and medical center staff;
- Provides training for HIM, clinical and administrative staff on HIM topics;
- Designs and performs quality improvement projects regarding HIM issues;
- Keeps current on emerging issues and trends in the health information management field;
- Performs audits and analyses, preparing and presenting findings and recommendations to the CHIM, Service Line Leaders and medical staff;
- Reviews, analyzes and reports HIM performance monitors;
- Advises Principal Investigators and other clinical staff with retrieving health care data;
- Serves as the point of contact for medical record corrections. Documentation corrections may consist of retracting erroneous notes, re-titling notes, assigning notes to or removing from consult requests;
- Problem solves improperly identified documents;
- Assists and provides guidance to supporting clinical services;
- Selects, compiles and trends medical, surgical and statistical data from numerous components of the health record;
- Retrieves diagnostic and statistical data for various reports required;
- Conducts studies, analyzes findings, and makes recommendations to management on the effectiveness and efficiency of substantive, revenue management program operations;
- Develops and implements action plans to ensure that workload capture is appropriate;
- Responds to questions or issues related to that user class;
- Serves as the Contracting Officer Representative for Transcription, Coding and Records Management / Storage.
Work Schedule: Monday to Friday, 7:30 am - 4:00 pm
Telework: Not Available
Virtual: This is not a virtual position
Position Title/Functional Statement #:Medical Records Administrator/PD000000
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required
Requirements
Conditions of Employment
- You must be a U.S. Citizen to apply for this job
- All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
- Selective Service Registration is required for males born after 12/31/1959
- You may be required to serve a probationary period
- Subject to a background/security investigation
- Must be proficient in written and spoken English
- Selected applicants will be required to complete an online onboarding process
- Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
Qualifications
Basic Requirements:
- 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 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. NOTE: Successfully completed training for health information technicians in a school accredited by the American Health Information Management Association (AHIMA) at the time the program was completed may be substituted for 1 year of experience. No credit may be given for partial completion of such training. 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 experience and education may be used to meet basic requirements.
- Certification. Persons hired or reassigned to MRA positions in the GS-0669 series in VHA must meet one of the following:
Coding Certification through AHIMA or AAPC. Mastery certification obtained through the American Health Information Management Association (AHIMA) or the American Association of Professional Coders (AAPC). To be acceptable for qualification, the specific certification must represent a comprehensive competency in the occupation. Current mastery level coding certifications include: Certified Coding Specialist (CCS), Certified Coding Specialist (CCS) - Physician-based (CCS-P), Certified Professional Coder (CPC), Certified Outpatient Coder (COC), and Certified Inpatient Coder (CIC).
OR,
HIM Certification through AHIMA. Higher-level health information management certification is limited to certification obtained through AHIMA. To be acceptable for qualifications, the specific certification must represent a comprehensive competency in the occupation. Current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA).
OR,
Health Data Analyst Certification through AHIMA. This is limited to certification obtained through AHIMA. To be acceptable for qualifications, the specific certification must certify mastery in health data analysis. Current health data analyst certification includes Certified Health Data Analyst (CHDA).
- 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 additional provisions apply.
- Physical Requirements. A pre-employment physical exam is required.
- English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f)
Grade Determinations. In addition to the basic requirements for employment, the following criteria must be met when determining the grade of candidates.
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).
References: VA Handbook 5005/130 PART II APPENDIX G33. May 28, 2020.
The full performance level of this vacancy is GS-11. The actual grade at which an applicant may be selected for this vacancy is a GS-11.
Physical Requirements: The work is primarily sedentary. There is walking, bending and reaching required such as for filing or locating material, and carrying items such as reports, documents, and supplies. Entering data and word processing on a personal computer may result in physical problems from the effects of repetitive motion and eyestrain.
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, résumé, 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.
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:
VA Form 10-2850c Application for Associated Health Occupations is required and can be found at:
https://www.va.gov/vaforms/medical/pdf/vha-10-2850c-fill.pdf.
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 (Schedule A)
- Disability Letter (VA)
- License
- Other (1)
- PCS Orders
- Professional Certification
- Resume
- Separation Notice (RIF)
- SF-15
- 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.
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 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 10/31/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12820563.
- To begin, click Apply Online to create a USA JOBS 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 Application 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.
The
Interagency Career Transition Assistance Plan (ICTAP) and
Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be
well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at
http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.
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.