Clarification from the agency

NOTE: The 2-page Resume requirement does not apply to this occupational series. For more information, refer to Required Documents below.

Strategic Program Planning:

The Chief, HIMS has full program responsibility to set and carry out the strategic direction, mission, and vision for CVVAMC Health Information Management Services. Coordinates individual and group activities towards accomplishing overall VA, VISN, and CVVAMC goals. Leads and participates in short- and long-range planning of Health Information Management activities for short and long range goals. Coordinates plan with needs of various VA strategic health care groups, provides subject matter expertise, advice, assistance, and guidance in response to questions posed by the Health Care Service Chiefs and other service staff on health information management policy and program needs/issues at the local, VISN and national levels. The Chief, HIMS is responsible for ensuring the HIM program meets and exceeds national directives for Implementing a fully electronic health record. When appropriate, the Chief, HIMS participates in CVVAMC research activities related to health information and electronic medical record issues.

Performs external environmental analysis by obtaining and assessing the external health care community for Information about electronic health record (EHR) trends, advances and emerging issues that will affect the VA; determines what environmental information is significant to the VA, VISN, and CVVAMC and evaluates issues' impact. Performs internal environmental analysis to reveal the strengths and weaknesses of the health record program to develop strategies that optimizes strengths and de-emphasizes and overcomes weaknesses. Understands the mission, vision, and values of the VA and CVVAMC to ensure continuing excellent health information management and medical record program to comply and/or exceed the requirements of JCAHO, CARF, VA Handbooks 1907.01, 1605.1 and other Handbooks as applicable, Directives and those policies established by the HCS such as Medical Staff Bylaws and Rules and Regulations and Council/Committee Charters.

Program Operations Management:

The Chief, HIMS is responsible for:

• Developing operational strategies in HIMS sections that support VA: setting goals and controlling program activities and cost to achieve these goals and realize VA's mission.
• Providing advice, assistance and guidance in response to questions or problems posed by Health Care Service Leaders and other HCS staff concerning policy determinations such as requirements of the computerized medical record, documentation requirements, release of information, privacy and confidentiality of information, coding requirements for workload, information security, Medical Care Cost Funding (MCCF), Fee Basis, transcription, document scanning and other HIM and/or privacy related issues.
• Health Care Service Leaders and other HCS staff concerning policy determinations such as requirements of the computerized medical record, documentation requirements, release of information, privacy and confidentiality of information, coding requirements for workload, information security, Medical Care Cost Funding (MCCF), Fee Basis, transcription, document scanning and other HIM and/or privacy related issues.

The Chief HIMS is responsible for:

• Developing, implementing and managing budget oversight
• Participating in strategic program initiatives
• Participating in planning, negotiating and implementing new and/or improved health information management and health records programs,
• Developing internal review systems and standards within HIMS to assure that health information and medical record activities are coordinated with clinical service needs and in compliance with established standards, laws and regulations,
• Representing and/or providing full support to accomplish VA Central Office strategic goals and objectives; serving on work groups/task forces/; writing practice briefs; providing information as asked/required,

Work Schedule: Monday - Friday 8:00am to 4:30pm
Telework: Not available
Virtual: This is not a virtual position.
Functional Statement #: 000000
Relocation/Recruitment Incentives: Not authorized

Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• 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

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met.

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:
(1) Coding Certification through AHIMA or AAPC.
OR
(2)HIM Certification through AHIMA.
OR,
(3) 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: GS 12 Full Performance Level 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
i. Ability to [determine] and evaluate compliance with legal, ethical, and regulatory guidelines and [accrediting bodies, as they apply to health information management.
ii. Skill in evaluating, developing [and implementing] new policies ,procedures, and programs.
iii. 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.
iv. Ability to develop and conduct training on health information management programs, policies, procedures, and performance improvement activities.
v. Ability to effectively procure and manage HIM resources (i.e. space, staffing, education, budget, etc.).
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.
vii. Customer service skills necessary to effectively communicate (written and verbal) and interact with all levels of hospital personnel, physicians, patients, and outside agencies.
viii. Ability to deal effectively with sensitive and/or complex situations.

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

The full performance level of this vacancy is GS 12. The actual grade at which an applicant may be selected for this vacancy is in the range of GS 12.

Physical Requirements: See VA Directive and Handbook 5019.

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:

• HIMS Certification Required
• 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 (VA)
• License
• HIMS Certification Required
• Current Federal Employees must submit a SF50 if applying for this announcement
• 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.

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