Clarification from the agency

NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below. This announcement is open to public (all US Citizens). If you are a current federal employee, you must apply under the INTERNAL Job Announcement CBTA-12861606-26-JK

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

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, 01/15/2026.
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

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.

To apply for this position, you must provide a complete Application Package which includes:

• Resume

Special Note for Applications: To complete your application, please use the following link https://vacareers.va.gov/wp-content/uploads/sites/5/Resume.docx to download the standard Clinical Resume Document. This one-page document does not need to be modified and must be uploaded into the two-page restricted 'Resume' document upload field.

Your full resume/CV may be uploaded without page limitation into the 'Other' document upload field.


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.

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