Medical Records Administrator - Chief of Health Information Management

Clarification from the agency

Open to current, permanent Department of Veterans Affairs employees; First consideration will be given to Richard L. Roudebush VA Medical Center employees. NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below.

Duties include but are not limited to:

• 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
• Applies the knowledge and skills of qualitative and quantitative analytical techniques to analyze complex data, interpret results, and trend data for effective program management
• 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, research, 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 programs and independently determines the nature and extent of problem areas.

Work Schedule: Monday- Friday, 7:30am- 4:00pm
Telework: ADHOC (this is not remote/ virtual)
Virtual: This is not a virtual position.
Functional Statement #: 91392-0
Relocation/Recruitment Incentives: Authorized
Permanent Change of Station (PCS): Not authorized
PCS Appraised Value Offer (AVO): 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 identification 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:
  • Coding Certification through AHIMA or AAPC. NOTE. See paragraph A below for a detailed definition of Coding Certification. OR,
  • HIM Certification through AHIMA. NOTE. See paragraph B below for a detailed definition of Health Data Analyst Certification: OR,
  • Health Data Analyst Certification through AHIMA. NOTE. See paragraph C below for a detailed definition of Health Information Management (HIM) Certification

NOTE: HIMs Certification is required for all positions above the full performance level.

Definitions of Certifications:

A: Coding Certification: Mastery certification obtained through the American Health 2 Information Management Association (AHIMA) or the American Association of Professional Coders (AAPC). To be acceptable for qualification, the specific certification must represent a comprehensive competency in the occupation. Stand-alone specialty certifications do not meet the definition of mastery level coding certification and are not acceptable for qualifications. Certification titles may change and certifications that meet the definition of mastery level coding certification may be added/removed by the above certifying bodies; however, current mastery level coding certifications include: Certified Coding Specialist (CCS), Certified Coding Specialist (CCS) - Physician-based (CCS-P), Certified Professional Coder (CPC), Certified Outpatient Coder (COC), and Certified Inpatient Coder (CIC).

B: Health Data Analyst Certification: This is limited to certification obtained through AHIMA. To be acceptable for qualifications, the specific certification must certify mastery in health data analysis. Certification titles may change and certifications that meet the definition of health data analyst certification may be added/removed by the above certifying body; however, current health data analyst certification includes Certified Health Data Analyst (CHDA).

C: 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).


Grade Determinations: In addition to basic requirements, to qualify at the Medical Records Administrator (Chief (CHIM)), GS-13, applicants must also meet the below requirements:

• 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. NOTE. See paragraph 2d of this appendix for detailed definitions of HIM Certification. AND
• Demonstrated Knowledge, Skills, and Abilities:
  • Ability to determine and evaluate compliance with] legal, ethical [and regulatory guidelines and accrediting bodies,] as they apply to health information management.
  • Ability to provide sound, technical guidance to staff [at various levels] about major program, legal, or procedural changes related to health information management.
  • 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.
  • Skill in analyzing [complex] data [, interpreting and trending results for effective management of the HIM program.]
  • [Skill] in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring [of HIM processes.
  • Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities

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).


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-13. The actual grade at which an applicant may be selected for this vacancy is GS-13.

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:

• Long-form resume/Curriculum vitae (CV)
• Certification: Coding Certification through AHIMA or AAPC. Or HIM Certification through AHIMA. Or Health Data Analyst Certification through AHIMA.
• SF-50/ Notification of Personnel Action

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
• Long-form resume/Curriculum vitae (CV)
• Certification: Coding Certification through AHIMA or AAPC. Or HIM Certification through AHIMA. Or Health Data Analyst Certification through AHIMA.
• Other (2)
• Other (3)
• Performance Appraisal
• Professional Certification
• 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.

Next steps