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.

The CHIM establishes policies, procedures, responsibilities, and requirements for HIM related matters, such as health record documentation, coding and clinical documentation integrity, release of information, file room/scanning, records management, transcription and medical speech recognition, as well as the overall management of health information and Veterans health records. Duties will include:

• Completing HIM audits, developing healthcare data reports, and statistical information, for timely and accurate reporting.
• Monitor HIM performance through dashboards, productivity standards, and benchmarking.
• Participates in establishing and implementing strategic facility and HIM Department goals, controlling program activity costs, budgeting, procurement, and property management to achieve goals and improve processes.
• Monitor and manage HIM workflow to ensure program objectives are met.
• Communicate and negotiate with staff at all levels of the organization.
• Communicates with medical center staff and external organizations to promote compliance with regulations, guidelines, policies, and procedures to meet the goal of excellent patient care.
• Ensure quality and efficiency for all areas and processes of the HIM department.
• Develop and implement HIM departmental short-term and long-term budgets, to include contracts, equipment, space, training, and staffing plans.
• Ensure the HIM program complies with all national HIM policies and procedures and meets or exceeds national HIM performance metrics.
• Responsible for the administrative management of health records, which includes planning, managing, advising, and directing the HIM program in accordance with applicable Federal laws, facility by-laws, VHA policy (which includes directives, handbooks, program guides, fact sheets and practice briefs), 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.
• 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.
• Responsible for all aspects 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 VHA, Federal, regulatory, and accrediting requirements for HIM.
• Evaluates health records program 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.
• Maintains all health information entered into local databases and assures timely transmission of that data into all VA centralized databases - most frequently those maintained at the Austin Data Processing Center.
• Ensures all health information that is coded and abstracted meets the requirements of the VHA and/or TJC and is consistent with professional health records standards.
• 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, health information exchange, etc.
• Recommends improvements in health record documentation used to provide patient care, to optimize VERA workload capture in accordance with correct coding, documentation, encounter completion requirements, third party reimbursement and to manage resources.
• Consistently conducts internal quality assurance reviews to monitor employee performance and ensure work meets quality and quantity standards. Establishes monitors to ensure the timeliness of health record entries and reports findings with subsequent trending of data.

Work Schedule: Monday-Friday, 8:00am-4:30pm
Telework: Not Available
Virtual: This is not a virtual position.
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.
• 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).
• 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

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement.

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 (transcripts with confer date required for education):
  • (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.
    • OR,
  • (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.
    • OR,
  • (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 (Chief HIMS) in VHA must meet the following:
  • HIM Certification through AHIMA. (Copy of Current Certification required)
    • Health Information Management (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).
      • Loss of Credential. Following initial certification, credentials must be maintained through rigorous continuing education, ensuring the highest level of competency for employers and patients. An employee in this occupation who fails to maintain the required certification must be removed from the occupation which may result in termination of employment. At the discretion of the appointing official, an employee may be reassigned to another occupation for which he/she qualifies, if a placement opportunity exists.

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:

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

1. Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management.
2. Skill in evaluating, developing and implementing new policies, procedures, and programs.
3. 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.
4. Ability to develop and conduct training on health information management programs, policies, procedures, and performance improvement activities.
5. Ability to effectively procure and manage HIM resources (i.e. space, staffing, education, budget, etc.).
6. 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.
7. Customer service skills necessary to effectively communicate (written and verbal) and interact with all levels of hospital personnel, physicians, patients, and outside agencies.
8. Ability to deal effectively with sensitive and/or complex situations.

Preferred Experience: HIMS chief experience & coding experience

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.

Physical Requirements: moderate lifting (15-44 pounds), light carrying (up to 15 pounds), use of fingers, both hands required, walking (2 hours), standing (4 hours), both eyes required, ability to distinguish basic colors, exposure to outside and inside, excessive cold, slippery or uneven walking surfaces, working around moving objects or vehicles, working closely with others.

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:

• Current AHIMA HIMS Certification (RHIT or RHIA)
• 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
• Other (1)
• Other (2)
• Current AHIMA HIMS Certification (RHIT or RHIA)
• 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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