Medical Records Administrator (Chief (CHIM)) Job in Salem, VA

Vacancy No. CBTA-12794578-25-JK Department Veterans Health Administration
Salary $105,383.00 to $137,000.00 Grade 13 to 13
Perm/Temp Permanent FT/PT Full-time
Open Date 9/5/2025 Close Date 9/19/2025
Job Link Apply Online Who may apply Status Candidates
Locations:
Salem, VA


Summary

The Salem VA Medical Center needs a Supervisory Medical Record Administrator (MRA) Chief, CHIM for Health Administrative Service (HAS). The Supervisory MRA Chief, CHIM is delegated full program management and supervisory responsibility to direct professional MRA, technical MRT, and other support staff in medical health information work; providing technical advice, planning, and evaluating health information management issues impacting the overall program on a regular and recurring basis.

This job is open to

Clarification from the agency

This announcement is open to current, permanent employees of the Facility, VA-Wide and Other Federal employees (ONLY). If you are not a current federal employee, you must apply under the EXTERNAL Job Announcement CBTA-12794577-25-JK

Duties

Duties to include, but not limited to, the following:

  • Oversees all facets of health records management for the facility ensuring maintenance of completed, accurate, timely, clinically-pertinent, and readily-accessible patient health records.
  • Exercises independent judgment in carrying out duties and responsibilities and has complete authority to plan, design and direct the HIM program; recommendations and/or technical decisions made by employee are not reviewed.
  • Provides administrative management of health records: planning, managing, advising, and directing the health information program in accordance with applicable Federal laws, facility by-laws, VHA policy, The Joint Commission standards, the Commission on Accreditation of Rehabilitation Facilities (CARF), and other regulatory and accrediting agencies.
  • Creates and monitors systems to ensure accurate, timely, and complete health records, in accordance with VHA policy and The Joint Commission health information protocols.
  • Ensures 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, research, and facilitate performance improvement processes and legal requirements.
  • 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.
  • Provide detailed technical expertise in health records science and other very technical aspects of health information. Maintains all health information input into the local VISTA database and assures timely transmission of that data into all VA centralized databases - most frequently those maintained at the Austin Data Processing Center.
  • Key advisor to the Chief of Staff, Executive Management, and clinicians; providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, patient privacy and confidentiality, etc. Recommends improvements in documentation used to provide patient care, to optimize VERA workload, third party reimbursement and to manage resources.
  • Conducts training programs in health information management, medical terminology, health record documentation, and medico-legal matters. Incumbent is responsible for establishing formal affiliation with university programs in health information and precepting students from such programs.
  • Performs the administrative and personnel management functions relative to staff supervised. Establishes guidelines and performance expectations for staff, which are clearly communicated through the formal employee performance management system.
  • Observes workers' performance; demonstrates and conducts work performance critiques. Provides informal feedback and periodically evaluates employee performance.
  • Responds to the needs of customers; communicates and treats customers in a courteous, tactful and respectful manner.
Work Schedule: Monday - Friday 7:45 am to 4:30 pm
Permanent Change of Station (PCS): May be authorized for highly qualified applicants.
Financial Disclosure Report: Not required

Requirements

Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • Designated and/or random drug testing may be required
  • 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
  • Must pass a pre-employment physical examination.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/19/2025.
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. AND,
  • English Language Proficiency. Must be proficient in spoken and written English. AND,
  • Experience - Three years of experience in the field of medical records that included the preparation, maintenance, and management of medical records and health information 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 experience and education may be used to meet basic requirements.
  • Certification. Employees at this level] must have a HIM Certification.


Grade Determinations:
GS-13 Medical Record Administrator (Chief, (CHIM) at least 1 year of experience comparable to the next lower grade level that demonstrates the KSAs described at that level 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. In addition, the candidate must demonstrate the following professional KSAs and demonstrate the potential to acquire the assignment specific KSAs designated with an asterisk(*):

Demonstrated Knowledge, Skills, and Abilities (KSAs)
i. Ability to determine and evaluate compliance with] legal, ethical [and regulatory guidelines and accrediting bodies,] as they apply to health information management.
ii. Ability to provide sound, technical guidance to [ ] staff [at various levels] about major program, legal, or procedural changes related to health information management.
iii. Skill in revising facility policies and] procedures to improve health information management services and to evaluate, modify, and/or adapt new methods to meet regulatory requirements.
iv. Skill in [ ] analyzing [complex] data[, interpreting and trending results for effective management of the HIM program.]
v. [Skill] in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring [of HIM processes.
vi. Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.

Assignments. For all assignments above the full performance level, the higher-level duties must consist of significant scope, complexity (difficulty), and range of variety, and be performed by the incumbent at least 25% of the time. At this grade level, positions may be non-supervisory, supervisory, or managerial as follows.

Supervisory Medical Record Administrators at this grade level are Chiefs of HIMS in VA Medical Centers that are the highest complexity level category for VHA facilities, and which are affiliated, tertiary care facility/health care system with comprehensive research programs and thus warrant an expanded senior leadership team. MRAs in this assignment provide technical advice, planning, and evaluation about health information management issues impacting the overall program on a regular and recurring basis. The MRA is the highest level professional position at the facility with responsibility for the management and direction of the health information management program and services.

References: VA Handbook 5005/15 Part II Appendix G33.

Physical Requirements: Use of fingers; both hands required; Emotional/Mental stability

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.

Additional information

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

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

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.

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.

If you are unable to apply online view the following link for information regarding an Alternate Application.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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:

  • Resume



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)
  • License
  • Other (1)
  • PCS Orders
  • Performance Appraisal
  • 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.

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 09/19/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12794578.

  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

Jessica Krahe
Address
Salem VA Medical Center
1970 Roanoke Boulevard
Salem, VA 24153
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.


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