Medical Records Admintrator Specialist

Clarification from the agency

NOTE: The 2-page Resume requirement does not apply to this position. Open to current permanent employees of the Minneapolis, MN VA Healthcare System and it's CBOCS.

Duties include but are not limited to the following:

• Assists the Chief, Health Information Management and the HIM Department in identifying and setting short and long range goals, program objectives and tasks to meet the mission and vision of the VAMC.
• Provides subject matter expertise to Service Line Leaders, and medical center staff.
• Interprets and applies The Joint Commission standards, VA regulations and medico-legal requirements; current Federal Codes pertinent to medical records; Veterans Administration policy memoranda, directives and handbooks pertinent to health information management; ICD-CM coding principles and nomenclature and the MS-DRG system; CPT and E&M rules; medical and procedural terminology; anatomy and physiology, regulations governing confidentiality of medical records; release of information laws and statutes; and any policies pertaining to VA medical records.
• Provides training for HIM, clinical and administrative staff on HIM topics. Designs and performs quality improvement projects regarding HIM issues. Assists the CHIM in preparing various presentations.
• Keeps current on emerging issues and trends in the health information management field, including process improvement initiatives for HIM, the electronic health record, coding and computer assisted coding, the revenue cycle, release of information and privacy issues, records management, transcription and data entry, and data exchange.
• Keeps HIM and clinical staff abreast of changing technology in electronic systems used to collect, process, code, protect and store health information.
• Performs audits and analyses, preparing and presenting findings and recommendations to the CHIM, Service Line Leaders and medical staff. Reviews, analyzes and reports HIM performance monitors.
• Advises Principal Investigators and other clinical staff relating to methodologies of retrieving health care data for specific studies. Performs data retrieval for special studies as needed
• Participates in various VAMC, VISN and national committees requiring health information management subject matter expertise.
• May review and test HIM related VistA software patches; test and trouble-shooting VistA menu options and functional issues for users; perform equipment needs analysis for new or replacement equipment and/or equipment repair; submit work orders for correction to software errors.
• Supports contracting services related to HIMS needs and provide technical assistance to HIM staff (e.g., coding, ROI and dictation software).
• Provide support for health information documentation corrections, consist of retracting erroneous notes, re-titling notes, reassigning notes to or removing from consult requests or appointments and problem solves other documentation and workload issues; collaborate with with clinicians, Clinical Applications Coordinators (CACs) and others who report problems.
• Establishes criteria and provides education when dealing directly with physicians, nurses and other providers requesting them to complete or adjust pertinent parts of the health records, which are found to be inconsistent or incomplete upon analysis.
• Assists and provides guidance to supporting clinical services to capture required medical information on patients for computer database input.
• Selects, compiles and trends medical, surgical and statistical data from numerous components of the health record.
• Retrieves diagnostic and statistical data for various reports required locally or by Central Office.
• Supports information governance principals, identifies variances in data, performs analysis of data, identifying discrepancies and dubious practices, collaborates with all levels of leadership and staff to problem-solve and resolve with appropriate solutions,
  striving for greater efficiencies, accessibility, improve quality and integrity of data for making better decisions.

Work Schedule: Monday-Friday 7:00am to 3:30pm
Telework: Ad Hoc Emergency Telework MAY BE Authorized
Virtual: This is not a virtual position.
Functional Statement #: 000000
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 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

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.
• 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.
    • Mastery certification obtained through the American Health 2 Information Management Association (AHIMA) or the American Association of Professional Coders (AAPC). OR
  • HIM Certification through AHIMA.
    • 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). OR
  • Health Data Analyst Certification through AHIMA.
    • 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
• Physical Requirements. See VA Directive and Handbook 5019.
• English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).

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 Administration Specialist,

• GS-5. None beyond basic requirements.

Medical Records Administration Specialist,] GS-7

• Experience. In addition to the basic requirements, [one] year of [creditable] experience equivalent to the next lower grade level. [GS-5] OR

• Education. (Advanced Entry-Level Placement). Applicants who meet the GS-5 grade level may be appointed at the GS-7 grade level, if they possess a bachelor's degree from an accredited college or university in a major field of study in health information management, with an exemplary academic record as demonstrated by:
  • A 3.0 or higher-grade point average (GPA) out of a possible 4.0 GPA ("B" or better), as recorded on their official transcript or as computed based on four years of education, or as computed based on courses completed during the final two years of the curriculum; OR
  • A 3.5 GPA or higher out of a possible 4.0 GPA ("B+" or better) based on the average of the required courses completed in the major field of study, or the required courses completed in the major field of study during the final two years of the curriculum. AND

• Demonstrated Knowledge, Skills, and Abilities.
  • [Knowledge of current] classification systems [, such as International Classification of Diseases, Current Procedural Terminology,] and [the Healthcare Common Procedure Coding System (HCPCS).
  • Ability to effectively communicate (written and verbal) with medical center staff, patients, and external entities.}
  • Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis [of health information.
  • Ability to utilize computer applications with varied functions to produce a wide range of reports, to abstract records, collect and analyze data and present results in various formats.
  • Ability to work independently, adapt to shifting priorities, and meet deadlines.]

Medical Records Administration Specialist,] GS-9

• Experience. [One] year of [creditable] experience equivalent to the next lower grade level (GS-7) that demonstrates the knowledge, skills, abilities, and other characteristics described at that level. OR
• Education. Education equivalent to [two] full years of progressively higher level graduate education or a master's [degree] or equivalent graduate degree from an accredited college or university in a field directly related to health information management. AND
• Demonstrated Knowledge, Skills, and Abilities
  • Knowledge of medical and legal requirements related to health information management and health records.
  • Ability to provide technical advice and [guidance] on health information [management practices.
  • Skill in extracting data from various sources and analyzing health information to create reports.
  • Skill in researching,] interpreting, and [applying] health information management guidelines.
  • Knowledge of performance and process improvement techniques to develop new or improved solutions in health information management.

Medical Records Administration Specialist,] GS-11

• Experience. [One] year of [creditable] experience equivalent to the next lower grade level that demonstrates all of the KSAs described at that level. [GS-9] OR
• Education. Education equivalent to three full years of progressively higher-level graduate education or a Ph.D., or equivalent doctoral degree from an accredited university or college in the field of health information management. AND
• Demonstrated Knowledges, Skills, and Abilities
  • Skill in [performance] and process improvement [techniques to develop and implement new or improved solutions in health information management.
  • Ability to advise management and staff, at various levels, regarding health record documentation requirements and health information management practices based on current industry standards, policies, statues, laws, and regulations.
  • Ability to plan, justify, develop, evaluate, assess, monitor, and advise on current health information management processes and recommend changes in policies or procedures.
  • Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management.
  • Ability to acquire, manage, analyze, interpret, and transform data into accurate, consistent, and meaningful information.

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)
• Professional Certification
• 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
• Long-form resume/Curriculum vitae (CV)
• RECOMMENDED: Responses to Knowledge, Skills and Abilities - Can Be Found Under the Qualification Section of the Job Opportunity Announcement
• PCS Orders
• Performance Appraisal
• Professional Certification
• SF-50/ Notification of Personnel Action
• Transcript

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

Next steps