Medical Records Administrator (Chief (CHIM) Job

Vacancy No. CBSU-12710205-25-OYM Department Veterans Health Administration
Salary $88,621.00 to $128,460.00 Grade 12 to 12
Perm/Temp Permanent FT/PT Full-time
Open Date 3/18/2025 Close Date 3/26/2025
Job Link Apply Online Who may apply Public
Locations:
Fort Collins, COLoveland, COCheyenne, WY


Summary

The Cheyenne VA Healthcare System, Business Office, is currently recruiting for one (1) Medical Records Administrator (Chief (CHIM) in Loveland, CO, Fort Collins, Co or Cheyenne, WY.



This job is open to

Clarification from the agency

This announcement is open to current, permanent Cheyenne VA Health Care System, Department of Veterans Affairs employees and other Federal Agencies. Health Professional Trainees who have or are completing their program may be non-competitively considered. US Public Citizens please apply under announcement CBSU-12710206-25-OYM

Duties

This position is located in the Health Information Management (HIM) Section of Business Development Service Line at the Cheyenne VA Medical Center. Medical Records Administrators (MRAs) in VHA perform or supervise work concerned with the management of a health record program or the provision of services related to medical record administration/health information services. MRAs manage, preserve, analyze, and supervise the use of diagnostic and therapeutic health records/health information management. They develop policies and procedures and provide advice on the use of health records and health information management.

Major Duties and Responsibilities:

  • Serves as Chief of Health Information Management (CHIM) with full program responsibility for all facets of the Health Information Management (HIM) program and processes.
  • Must ensure HIM program meets and/or exceed national HIM policies, procedures, and performance metrics.
  • Responsible for the administrative management of health records, which includes planning, managing, advising, and directing the health information program in accordance with applicable Federal laws, facility by-laws, VHA policy,
  • The Joint Commission (TJC) standards, the Commission on Accreditation of Rehabilitation Facilities (CARF), and other regulatory and accrediting agency standards.
  • Creates and monitors systems to ensure accurate, timely, and complete health records, in accordance with VHA policy and TJC health information protocols.
  • Measures ongoing intradepartmental performance by establishing priorities, collecting data, monitoring and reporting outcomes, using valid and reliable techniques to analyze trends and variation, and taking appropriate action based on findings.
  • Responsible for all facets of health records management for the facility ensuring maintenance of complete, accurate, timely, clinically-pertinent, and readily-accessible patient health records, which contain sufficient recorded information to serve as a basis to plan patient care, support diagnoses, warrant treatment, measure outcomes, support education and facilitate performance improvement processes and legal requirements.
  • Develops policies, processes, and procedures that address all VA, Federal, regulatory, and accrediting requirements for HIM.
  • Evaluates health records program and independently determines the nature and extent of problem areas.
  • Develops recommendations and solutions for program improvement. Develops and implements innovative solutions to correct technical, complex problems
  • The incumbent is a key advisor to the Chief of Staff, Executive Management, and clinicians and is responsible for providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, release of information, transcription/speech recognition, health information exchange, etc.
  • Recommends improvements in health record documentation used to provide patient care, to optimize VERA workload, third party reimbursement and to manage resources.
  • Completes internal quality assurance reviews to ensure employee performance and that work meets quality and quantity standards.
  • Establishes monitors to ensure the timeliness of health record entries and reports findings with subsequent trending of data.
  • Provides management officials with health record review results and trends on an ongoing basis.
  • Monitors and reports delinquent records by number, type of deficiencies and responsible provider.
  • Serves as a resource for patient data on both patient-specific and aggregate databases.
  • Represents Business Development Service Line and acts as subject matter expert at the facility-wide Health Records Committee. In this capacity, the incumbent advises the committee on health record issues; including VA requirements, TJC standards, record retrieval processes, health record components, systems, goals, electronic records, etc
  • Responsible for assuring that all patients have a complete, accurate, and timely record of their health care at the facility. Must assure that such information is appropriately stored and readily available for the provision of medical services to the patients.
  • Other Duties as Assigned
Work Schedule: Monday - Friday 8:00 a.m. - 4:30 p.m.
Compressed/Flexible:Not available
Telework: Not eligible
Virtual: This is not a virtual position.
Functional Statement #: PD58177-O
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. 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.
  • 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

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 Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).
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.

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

OR,

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

OR,

Health Data Analyst Certification through AHIMA.

NOTE. HIMs Certification is required for all positions above the full performance level.

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 Administrator (Chief (CHIM)),] GS-12

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

Demonstrated Knowledge, Skills, and Abilities:
  • Ability to determine and [evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management.
  • Skill in evaluating, developing and implementing new policies, procedures, and programs.
  • Ability to provide program oversight, including advisory and technical expertise on a range of health information management practices and guidelines to staff at various levels.
  • Ability to develop and conduct training on health information management programs, policies, procedures, and performance improvement activities.
  • Ability to effectively procure and manage HIM resources (i.e. space, staffing, education, budget, etc.).
  • 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.
  • Customer service skills necessary to effectively communicate (written and verbal) and interact with all levels of hospital personnel, physicians, patients, and outside agencies.
  • Ability to deal effectively with sensitive and/or complex situations.
Preferred Experience: Previous VHA HIM Chief experience.

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

This vacancy is being announced above the full performance level at a GS-12.

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

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.

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.
3. Current permanent Federal employees of other agencies.

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 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
  • 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 03/26/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12710205.

  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

VISN 19 HR Contact Center
Address
Cheyenne VA Health Care System
2360 East Pershing Boulevard
Cheyenne, WY 82001
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