Medical Records Administrator (Assistant Chief (ACHIM)) Job in Columbia, SC

Vacancy No. CBTB-12643139-25-MH Department Veterans Health Administration
Salary $88,621.00 to $115,213.00 Grade 12 to 12
Perm/Temp Permanent FT/PT Full-time
Open Date 1/17/2025 Close Date 1/27/2025
Job Link Apply Online Who may apply Public
Locations:
Columbia, SC


Summary

This position serves as the Supervisory Medical Records Administrator (Assistant Chief, Health Information Management Section (HIMS)) of the Business Office at the Columbia VA Health Care System. MRAs in this assignment assist with providing technical advice, planning, and evaluation about health information management issues impacting the overall program on a regular and recurring basis.


This job is open to

Clarification from the agency

Open to current permanent Department of Veteran Affairs employees. The public and employees of other Federal agencies should apply to announcement number CBTB-12643138-25-MH.

Duties

Major duties include, but are not limited to:

  • As a trained health information manager, serves as the Assistant Chief, HIMS in medical facility of moderate complexity. The incumbent serves as full assistant to the Chief, HIMS, with responsibility for the direct supervision of HIM functions of the Coding Unit, File Room, and Clinical Data Specialist/HIMSD Specialist. Serves as the COTR for HIMS. Also assists HIMs Chief with duties as Alternate Privacy/FOIA Officer.
  • Shares responsibility with the Chief, HIM for collecting and processing data for various reports, surveys, and research projects; for preparing reports and recommendations for review and consideration by the Chief, Business Office and upper management concerning the immediate needs as the long-range goals of the department; for recommending equipment and staffing needs; and for preparing and keeping current procedures and operation manuals.
  • Prepares training materials and participates in orientation and instructional activities as required. Incumbent advises management and hospital staff members on policies, procedures, and adequacy of record content, and on training and teaching of clerical personnel in health record functions. Incumbent participates in various health record review activities.
  • In the absence of the Chief, HIM, incumbent functions as Acting Chief of the Section, and is responsible for the overall management of the Section's program and function. Performs other related duties as assigned.
  • Incumbent assists the Chief, HIM in the effective administration and planning of the health information management program throughout all areas of the facility in order to give maximum support to the staff in the treatment of patients and its research programs. The following primary activities must be accomplished in compliance with appropriate directives and requirements of U.S. Department of Veterans Affairs Regulations, Medical Center Memoranda, and Joint Commission on Accreditation of Healthcare Organizations (JCAHO). The incumbent is responsible to the Chief, HIM, for management of personnel to:
    • a. Plan and direct work assignments of employees to ensure expeditious and efficient processing of HIMs activity.
    • b. Evaluate, counsel, and initiate disciplinary action; approve and o/or disapprove leave of employees.
    • c. Inform employees of policies, procedures, and goals of the HIM department.
    • d. Assist in the interview/selection process, as well as training for new employees.
    • e. Coordinate Medical Record Committee (or equivalent) meetings.
    • f. Assist in coordinating/completing timely routine and non-routine reports.
    • g. Assist physicians and other health care professionals with research project and education regarding VA HIM requirements/procedures.
  • Provides technical and administrative supervision to the HIMS unit of the Business Office support staff.
  • Oversees the daily operation of the unit, ensures that agency policies and priorities are being followed; develops performance standards; and evaluates work performance of subordinates.
  • Gives advice, counsel, and instruction to employees on both work and administrative matters.
  • Hears and resolves minor complaints from employees; refers group grievances and more serious unresolved complaints to a higher-level supervisor or manager; effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious cases.
  • Approves leave of subordinate employees.
  • Interviews candidates for positions in the unit; recommends appointments, promotions, and reassignments to unit positions; identifies and provides for training needs; and finds ways to improve production or increase the quality of work within the area of authority.
  • Carries out Equal Employment Opportunity policies and program activities.

Work Schedule: Monday through Friday, 7:30 AM - 4:00 PM
Telework: Not available
Virtual: This is not a virtual position.
Functional Statement #: 58555F
Relocation/Recruitment Incentives: Not authorized
Permanent Change of Station (PCS): Not authorized

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

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.
  • English Language: Proficient in spoken and written English as required by 38 U.S.C. 7402(d).
  • Experience and Education:
    • 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: HIM Certification through AHIMA.

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).
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].

Grade Determinations: Medical Records Administrator (Assistant Chief (ACHIM)), GS-12
Experience: One year of creditable experience equivalent to the next lower grade level (GS-11) that demonstrates the KSAs described at that level
GS-11 Demonstrated Knowledge, 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, 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
AND
Certification: Must have a HIM Certification
AND
GS-13 Demonstrated Knowledge, Skills, and Abilities:
  • i. Skill in managing various projects and processes], which includes the ability to develop new or improved solutions to complex technical problems in health information management.
  • ii. Ability to advise management and staff [on a wide range of] health information [management practices] based on current [industry] standards, [policies, statutes, laws, and regulations].
  • iii. Ability to plan, justify, [develop, evaluate,] assess, [monitor,] and/or 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 [ ] successfully apply principles and techniques of sound [resource] management [(i.e., staffing, space, contracts, equipment).]
  • [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.

Preferred Experience: Experience in a range of supervisory duties, process improvement, know HIM field.

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 the GS-12.

Physical Requirements: See VA Directive and Handbook 5019.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Additional information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

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.

This job opportunity announcement may be used to fill additional vacancies.

This position is in the Excepted Service and does not confer competitive status.

VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

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.

**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.


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:

  • Professional 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
  • 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, 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.

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 01/27/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12643139.

  1. 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.
  2. 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.

Agency contact information

Morgan Hogeland
Address
Columbia VA Health Care System
6439 Garners Ferry Road
Columbia, SC 29209
US
Learn more about this agency

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.


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.


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