Clarification from the agency

Area of Consideration - Eligible applications will be reviewed and referred in the following order: 1. Current permanent VA employees of the Central Iowa VA Healthcare System. 2. All other VA employees. 3. Current permanent Federal employees of other agencies.

• Responsible for complex, multi-disciplinary processes and functions, which may include multiple contacts, academic affiliations, and highly sophisticated regulatory requirements. Creates and monitors systems to ensure accurate, timely, and complete health records, in accordance with VHA policy and TJC health information protocols. Performs evaluation and analysis of programs and services for the purpose of strategic planning. Measures ongoing intradepartmental performance by establishing priorities, collecting data, monitoring, and reporting outcomes using valid and reliable techniques to analyze trends and variations, and taking appropriate action based on findings. Applies the knowledge and skills of qualitative and quantitative analytical techniques to analyze complex data, interpret results, and trend data for effective program management.
• Develops policies, processes, and procedures that address all VHA, Federal, regulatory, and accrediting requirements for HIM. Evaluates health records programs and independently determines the nature and extent of problem areas. Develops action plans and monitors progress until program objectives are met. Makes recommendations and develops solutions for program improvement. Develops and implements innovative solutions to correct technical, complex problems.
• Provides detailed technical expertise in health records science and other very technical aspects of HIM. Serves as a key advisor to the Chief of Staff, Executive Management, clinical, and administrative staff and is responsible for providing technical guidance on health information issues such as documentation requirements, encounter completion, industry and federal regulatory compliance, advance directives, informed consent, clinical documentation integrity, medical coding, release of information, transcription/speech recognition, scanning and indexing, health information exchange. Recommends improvements in health record documentation used to provide patient care, to optimize VERA workload capture in accordance with correct coding, documentation, and encounter completion requirements, third party reimbursement, and to manage resources.
• Establishes monitors to ensure the timeliness of health record entries and reports findings with subsequent trending of data. Serves to guide and assist on research projects and is a resource for patient data on both patient-specific and aggregate databases.
• Key member of the Quality Improvement (QI) team, works closely with the local Quality Management Service, and is responsible for ensuring the facility is compliant with all TJC standards regarding health information.
• Responsible for leading the automation of all health information systems, as the acknowledged facility authority. Working closely with Office of Information Technology (OI&T) and Clinical Informatics, the incumbent must guide the automation of health record documentation, health record tracking, and physician incomplete record tracking, including provision and use of interfaces and other functional technology for health record documentation.
• Actively participates at national and VISN levels as a resource for health information matters. Participates in facility or VISN research activities related to health information and EHR issues. Provides full support to accomplish VHA Central Office HIM Program Office strategic goals and objectives. Serves on task forces, work groups, or councils as requested. Assists with writing practice briefs, fact sheets, standard operating procedures, and other types of guidance documents as requested. Responds timely to all data calls.
• Has responsibility for contracting functions for any facility or VISN-level contracts, or national Coding Blanket Purchase Agreements (BPA) for outsourced HIM services. Participates in the recruitment, interview, selection, and orientation process of all HIM positions.

Work Schedule: 7:30am-4:00pm Monday-Friday
Telework: Ad Hoc only may be available
Virtual: This is not a virtual position.
Functional Statement #: 00000
Relocation/Recruitment Incentives: Not authorized
Permanent Change of Station (PCS): Not authorized

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.
• 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).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

Basic Requirements:

• Citizenship - You must be a citizen of the United States
• English Language Proficiency - You must be proficient in spoken and written English as required by 38 U.S.C. 7403(f)
• Education and/or Experience Combination - Must meet ONE of the requirements indicated below:
  1. 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.
  2. 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.
  3. 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:
  1. Coding Certification through AHIMA or AAPC.
  2. HIM Certification through AHIMA.
  3. Health Data Analyst Certification through AHIMA.
     • NOTE. HIM Certification is required for all positions above the full performance level.
• 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:

Creditable Experience. Experience is only creditable if it is in health information management and is directly related to the position to be filled. To be creditable, the candidate's experience must have demonstrated the use of knowledge, skills, and abilities associated with current practice. Experience satisfying this requirement must be active practice, which is paid/non-paid employment as an MRT/MRA or related field such as medical coding, qualitative and quantitative health record analysis, Health Insurance Portability & Accountability Act privacy and release of information, or preparation, maintenance, and management of health records.
GS-12 equivalent experience is demonstrated by (not all inclusive): Assists in establishing policies, responsibilities, and requirements for HIM related matters, such as health record documentation, coding and clinical documentation improvement, records management, release of information, file room/scanning, transcription and medical speech recognition, as well as the overall management of health information and Veterans' health records. Assists in identifying and setting short-range and long-range goals, program objectives, and tasks to meet the mission and vision of the medical center. Monitors and manages HIM workflow to ensure the program objectives are met. Assists with planning, developing, directing, and evaluating health information and other functions. Oversees implementation and adherence to HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies. Ensures the facility is in compliance with applicable standards by completing HIM audits, developing healthcare data reports, and statistical information, for timely and accurate reporting. Establishes, implements, and monitors HIM performance through metrics, productivity measures, benchmarking, and other applicable tools. Ensures quality and efficiency for all areas and processes of the HIM department.

Medical Records Administrator (Chief (CHIM)), GS-13

• Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates the KSAs described at that level.
• Certification. Employees at this level must have a HIM Certification
  • Higher-level health information management certification is limited to certification obtained through AHIMA. To be acceptable for qualifications, the specific certification must represent a comprehensive competency in the occupation. Certification titles may change and certifications that meet the definition of HIM certification may be added/removed by the above certifying body; however, current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA).
• Demonstrated Knowledge, Skills, and Abilities
  1. Ability to determine and evaluate compliance with legal, ethical and regulatory guidelines and accrediting bodies, as they apply to health information management.
  2. Ability to provide sound, technical guidance to staff at various levels about major program, legal, or procedural changes related to health information management.
  3. 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.
  4. Skill in analyzing complex data, interpreting and trending results for effective management of the HIM program.
  5. Skill in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring of HIM processes.
  6. Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.

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

The full performance level of this vacancy is GS-13.

Physical Requirements: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination.

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:

• AHIMA RHIT or RHIA certification
• Resume
• SF-50/ Notification of Personnel Action

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 (VA)
• Clinical Resume/CV (can be greater than 2 pages). See "Special Note for Applications" above.
• RECOMMENDED: Write to the Knowledge, Skills, and Abilities (KSAs) on a separate document - KSAs are found under qualification/grade requirements in the announcement
• AHIMA RHIT or RHIA certification
• Resume
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

Veterans' Preference: Veterans' preference does not apply for internal or other current permanent Federal agency employees.

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