Medical Records Administrator (Assistant Chief (ACHIM)) Job in Portland, OR

Vacancy No. CBSV-12746466-25-SN Department Veterans Health Administration
Salary $95,488.00 to $124,140.00 Grade 12 to 12
Perm/Temp Permanent FT/PT Full-time
Open Date 6/5/2025 Close Date 6/17/2025
Job Link Apply Online Who may apply Status Candidates
Locations:
Portland, OR


Summary

VA Portland Health Care System is a Complexity Level 1a Facility and provides extensive primary, secondary, tertiary, and quaternary care in outpatient, inpatient, residential, and community settings. VAPORHCS is a multi-site medical system that includes a major medical facility in Portland, Oregon, outpatient and residential facilities in Vancouver, Washington, and 10 Community Based Outpatient Clinics.

This job is open to

Clarification from the agency

Areas of consideration: 1. Current Permanent Internal VA Employees/Department/Service line or Facility 2. VISN 3. VHA 4. VA Wide (NCA, VBA, VACO)

Duties

The duties of this position include but are not limited to the following:
This position serves as a key staff member on Business Office, VA Medical Center, Portland, Oregon. Staff with specific responsibility for planning, coordinating, administering, evaluating and advising on the Medical Center medical record/health information programs. The incumbent is a Registered Health Information Administrator (RHIA) with progressive health information experience in acceptable health information methods and techniques. The incumbent functions as the Medical Center coordinator for all DRG and Joint Commission activities related to both the paper medical record and the computerized medical record and as the health information expert to professional staff committees.

Participates in the development, implementation and evaluation of medical record/health information management programs in accordance with Joint Commission standards and federal statutes and regulations. Reviews and analyzes Joint Commission standards, new industry developments to plan, develop, modify, and/or adapt existing systems or initiate new systems to improve Medical Center-wide medical records/health information program efficiencies and effectiveness.

Participates in the development of basic tenets and principles into operable policies, procedures, systems, methods, instruction, guides and training aids for Medical Center-wide application in health records-related areas. Acts as a subject matter expert and technical resource to Medical Center in maintaining and improving health records programs and technologies.

Provide assistance and advice to Medical Center elements on all aspects of health records management activities. Proposes resolutions to difficult/complex Medical Center operational problems in the health records management arena.

Comprehensive knowledge of anatomy and physiology, medical procedures, nomenclatures and other health records information systems, statistics, health records quality management and interrelationships between the medical records management and other medical care services sufficient to provide advisory services.

Thorough knowledge of medical/health records administration to identify, define and resolve managerial, administrative, and medical/health records problems associated with unique, undeveloped, or controversial aspects of medical/health records management. Provides authoritative advice and consultation on medical/health records management and related issues.

Knowledge of medical records/health information management laws (federal and state), policies, regulations, and precedents applicable to the development and administration of a medical/health records program for the Medical Center. A thorough knowledge of program goals is required to maintain working relationships with other programs and to support key functions within the Medical Center.

A thorough knowledge and expertise in various coding methodologies including but not limited to International Classification of Diseases, 10 Edition Clinical Modification (1CD 10-CM)Diagnostic and Statistical Manual of Mental Disorders (DSM V), Current Procedural Terminology (CPT, latest editions), Health Care Financing Administration Common Procedure Coding System (HCPCS), and Tumor, Node, Metastasis Cancer staging to assure complete and accurate data used for budget, research, education and staffing.

Guidelines include broad administrative policy statements and management concepts that must be translated into medical/health records plans and programs that carry out the Medical Center's mission to deliver quality patient care. Directives and guidelines are in the form of federal legislation, VA directives, Joint Commission accreditation standards; and I ICD 10-CM, ,DSM V and CPT coding books; and Medical Center objectives.

Work Schedule: Monday-Friday 07:30am-4:00pm
Telework: Not Available
Virtual: This is not a virtual position.
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
PCS Appraised Value Offer (AVO): 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. 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

Basic Qualifications:

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, 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 MRA positions in the GS-0669 series in VHA must meet one of the following:
Coding Certification through AHIMA or 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.

Medical Records Administrator (Chief) GS-12:

Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates all the KSAs described at that level.GS-11 Demonstrated Knowledges, Skills, and Abilities:
  • Skill in performance and process improvement techniques to develop and implement new or improved solutions in health information management.
  • 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.
  • Ability to plan, justify, develop, evaluate, assess, monitor, and advise on current health information management processes and recommend changes in policies or procedures.
  • Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies as they apply to health information management.
  • Ability to plan, justify, develop, evaluate, assess, monitor and/or advise on current HIM processes and recommend changes in policies or procedures.
  • Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment).
  • 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
Employees at this level must have a HIM Certification.
AND
GS-12 Demonstrated Knowledge, Skills, and Abilities (KSA's)
  • 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.
  • 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].
  • Ability to plan, justify, [develop, evaluate,] assess, [monitor,] and/or advise on [ ] current health information management processes, and recommend changes in policies or procedures.
  • Ability to [determine] and [evaluate compliance with legal, ethical, and regulatory guidelines, and accrediting bodies as they] apply [to] health information [management.]
  • Ability to [ ] successfully apply principles and techniques of sound [resource] management [(i.e., staffing, space, contracts, equipment).]
  • 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.

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

Physical Requirements: See VA Directive and Handbook 5019

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.

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.

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:

  • AHIMA Health Information Management (HIM) Certification
  • Resume
  • SF-50/ Notification of Personnel Action


RESUME: must be SPECIFIC AS TO DATES WORKED, please use month/day/year whenever possible; please indicate how many hours worked per week for each position. Assumptions will NOT be made in your favor if your resume is vague regarding dates and hours worked.
If your RESUME is vague as to dates, assumptions will NOT be made in your favor (ex: listing only years, 2012-2013, will give you credit for TWO DAYS worked: 12/31/12-1/1/13).

Current Federal Employees MUST provide a CURRENT SF-50. Failure to provide a CURRENT SF-50 will result in being removed from consideration. "Notification of Personnel Action" showing you are/were in the competitive service and the highest grade or promotion potential held. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one year time-in-grade.

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
  • License
  • AHIMA Health Information Management (HIM) Certification
  • Performance Appraisal
  • Professional Certification
  • Resume
  • SF-50/ Notification of Personnel Action
  • Transcript


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 06/17/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12746466.

  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.

Agency contact information

Scott Newburn
Address
VA Portland Health Care System
3710 Southwest US Veterans Hospital Road
Portland, OR 97239
US

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.


© 2006-2025, exclusive of U. S. government job opportunity announcements