Duties
Total Rewards of a Allied Health Professional
Major duties include:
- Review health records to ensure all records contain enough information to meet medical/legal requirements, to ensure continuity of patient care, and to support education and research needs.
- Analysis of PTF procedures track and monitor PTF errors and transmit corrected data timely. Set work priorities and meet deadlines for closing PTF records, preparing delinquent records, preparing excel spreadsheet and completing incomplete reports. Responsible for performing quantitative and qualitative reviews of health record documentation. Incumbent is responsible for ensuring that all patient care data entered in VistA and/or Computerized Patient Record System (CPRS) is accurate, timely, and completed. Adheres to established documentation requirements as outlined by The Joint Commission regulations, Veterans Health Administration (VHA) guidelines, as well as medical-legal requirements.
- Identifies PTF deficiencies, tracks deficiencies and ensures that the appropriate individual completes their deficiencies. The incumbent sends physicians with the incomplete/delinquent health records and serves as the expert resource for clinical staff regarding requirements for complete documentation.
- Assesses the paper health record and electronic Computerized Patient Record System (CPRS) for completeness and notes deficiencies in the (IRT, Nuance, VISTA, VISTA Imaging).
- Tracks and documents deficiencies and communicates these deficiencies to clinical staff for correction. Notification can be in person, internal e-mail, telephone, or through other normal routing system. Works independently resolving record deficiency issues/erroneous documents and corrective action required within CPRS and seeks guidance of immediate supervisor and/or Clinical Application Coordinator when issues surface when no precedent or procedure has been developed. Review and validate the Edit Analysis Lists (EALs) and the Dispositions in the PTF Master File (419). The EALs are sent in a VistA Mailman message in response to PTF or census transmissions that have data errors. The 419 and census reports are based in Austin at the AITC and require special access.
- Prepares complex weekly and monthly reports noting the status of all incomplete/delinquent records and compliance reports and submits the reports to the Chief of HIMS, BP Leadership and clinical staff.
- Performs analytical tasks associated with the resolution of "filing" errors on reports uploaded onto spreadsheet. This includes correctly identifying the coder on the report and providing this information to be corrected. Duties may also include the generation of various statistical report to track these errors. Makes appropriate recommendations for changes or solutions and facilitate corrective action when applicable.
- Identifies reviews, verifies, and corrects all statistical data concerning MR post reports.
- Develops and compiles written reports trending provider specific, service, and hospital compliance reports regarding admission subsequent and discharge notes.
- Identifies and abstracts information from health records for special studies and audits both internal and external.
Work Schedule: Monday-Friday; 8:00am to 4:30pm EST.
Telework: Not Available
Virtual: This is not a virtual position.
Functional Statement #: 91207-0, 91208-0, 91209-0, 91210-0
Relocation/Recruitment Incentives: Not authorized
Permanent Change of Station (PCS): Not Authorized
Pay: Competitive salary and regular salary increases. When setting pay, a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Rate of the Grade).
Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year). Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.
Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.]
Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66
.
Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA
Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)
Requirements
Conditions of employment
- You must be a U.S. Citizen to apply for this job.
- To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the 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:
- 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. MRTs HIT must be proficient in spoken and written English, as required by 38 U.S.C. § 7403(f).
- Experience: 1 year of creditable experience that indicates knowledge of medical terminology, anatomy, physiology, and a general understanding of health records. 6 months of the required 1 year of creditable experience must have provided the knowledge, skills, and abilities (KSAs) needed to perform HRT HIT work; OR,
- Education: Associate's degree from an accredited college/university recognized by the U.S. Department of Education, w/ a major field of study in health information technology/management, or related degree with a min. of 12 semester hours in health information technology/health information management (e.g., courses in medical terminology, anatomy, physiology, legal aspects of health care and introduction to health records); OR,
- Experience/Education Combination: Equivalent combinations of creditable experience and education that qualify for meeting the basic requirements. The following educational/training substitutions are appropriate for combining education and creditable experience:
- 6 months of creditable experience that indicates knowledge of medical terminology, privacy and release of information, the health record, and 1 year above high school, w/ a min. of 6 semester hours of health information technology/health information management.
- 6 months of creditable experience that indicates knowledge of medical terminology, privacy and release of information, the health record, and successful completion of a course for medical technicians, hospital corpsmen, medical service specialists, or hospital training obtained in a training program given my the U.S. Armed Forces or the U.S. Maritime Service, under close medical and professional supervision, may be substituted on a month-for-month basis for up to 6 months of experience, provided the training program included courses in anatomy, physiology, and health record techniques and procedures.
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:
Grade Determinations:
GS-04 Experience/Education: None beyond the basic requirement.
GS-05 Experience/Education:
Experience. 1 year of creditable experience equivalent to the next lower grade level which may include but is not limited to: analyze health records for accuracy, completeness, timeliness, consistency, and compliance w/ HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies. Perform health record review activities to satisfy external accreditation requirements and medical center performance measures. Monitor, verify, correct, and upload all transcription/medical speech recognition to maintain completeness and accuracy of health records. OR,
Education. Successful completion of a bachelor's degree from an accredited college or university recognized by the U.S. Department of Education, w/ a major field of study in health information management, or a related degree w/ a minimum of 24 semester hours in health information management or technology (e.g. courses in medical terminology, anatomy & physiology, legal aspects of health care, and introduction to health records).
Demonstrated KSAs. In addition to the education/experience above, must demonstrate all of the following:
- Ability to communicate effectively w/ internal/external customers
- Ability to utilize health information technology and various office software products used in health information management positions
- Knowledge of health record documentation guidelines and industry standards
- Ability to manage priorities and coordinate work to complete duties w/in required time frames
- Ability to knowledge of medical terminology and human anatomy to fully understand the content of a health record
GS-06 Experience. 1 year of creditable experience equivalent to the next lower grade level. This experience may include but is not limited to: Analyze health records for accuracy, completeness, timeliness, consistency, and compliance w/ HIM industry standards, policies, procedures, laws, regulations, and accreditation requirement. Perform health record review activities to satisfy external accreditation requirements and medical center performance measures. Create and monitor reports to ensure that deficiencies are resolved and completed appropriately. Monitory, verify, correct, and/or upload all transcription/medical speech recognition to maintain completeness and accuracy of health records. Notify clinical providers regarding incomplete health records, and assist clinical providers regarding completeness of their health record documentation.
Demonstrated KSAs. In addition to the education/experience above, must demonstrate all of the following:
- Ability to navigate efficiently through the health record to locate needed information
- Ability to analyze health record documentation to ensure compliance with guidelines and industry standards
- Skill in investigating potential health record errors and making corrections, when appropriate
- Skill in interpreting and applying health information guidelines and using judgment to complete assignments
- Ability to follow up on incomplete health record documentation
GS-07 Experience. 1 year of creditable experience equivalent to the next lower grade level which may include but is not limited to: Analyze, abstract, maintain, extract and compile information from the health record, working under the review of the supervisor. Analyze health records for accuracy, completeness, timeliness, consistency, and compliance w/ HIM industry standards, policies, procedures, laws, regulations, and accreditation requirements. Coordinate and/or perform health record review activities to satisfy external accreditation requirements and medical center performance measures. Notifies clinical providers regarding incomplete health records. Assist clinical providers regarding completeness of their health record documentation, and the correction of health records. Conduct reviews of incomplete records for individuals clearing the facility. Create and monitor reports to ensure that deficiencies are resolved and completed. Monitor, verify, correct, and/or upload all transcription/medical speech recognition to maintain completeness and accuracy of health records.
Demonstrated KSA's. In addition to the education/experience above, must demonstrate all of the following:
- Ability to judge whether health records contain sufficient information for regulatory requirements, are acceptable as legal documents, are adequate for continuity of patient care, and support education and research needs
- Ability to take appropriate actions if health record content is not adequate, accurate, timely, and/or reliable
- Ability to communicate both orally and in writing with individuals or groups, to facilitate compliance w/ established policies and regulations
- Skill in using appropriate software and computer applications to analyze and record documentation trends
- Ability to apply qualitative and/or quantitative methods for assessment and improvement of health records
- Ability to work independently and utilize problem-solving techniques in the accomplishment of work
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-7. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-4 to GS-7.
Continued in Education section below...
Education
Physical Requirements: Work requires walking, bending, sitting and occasional standing. The work requires repeat of same movements, sitting for long periods of time. Verbal, auditory and written capabilities to effectively communicate in a articulate manner. The work requires reaching overhead, above shoulders to retrieve files and/or supplies. See VA Directive and Handbook 5019, Employee Occupational Health Service. See VA Directive and Handbook 5019, Employee Occupational Health Service.
IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
Transcripts must be official or unofficial college transcripts. A copy of your certificate/degree or screenshot of your current classes are not a replacement of your transcript and they will not be used in the qualifying process. Your transcript must include your name and the name and full address of the institution.
If the position has an education requirement or you are qualifying based on education, you need to list your education history including the type of degree and your major of study.
If the position requires a certain number of credit hours, you are strongly encouraged to list the relevant courses in your resume.
Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.
Grandfathering Provision. All persons employed in VHA as a MRT HIT, on the effective date of this qualification standard, are considered to have met all qualification requirements for the grade held, including positive education and licensure/certification/ registration 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 to it, the following provisions apply:
(1) Such employees in an occupation that does not require a licensure/certification/ registration, may be reassigned, promoted, or demoted within the occupation, but will not be promoted beyond the journey level or placed in supervisory or managerial positions.
(2) Employees 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/certification/registration that meet all the basic requirements of this qualification standard, must maintain the required credentials, as a condition of employment in the occupation.
Additional information
Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.
Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.
Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.
During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.
This job opportunity announcement may be used to fill additional vacancies.
This position is in the Excepted Service and does not confer competitive status.
VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.
If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
VA Healthcare System advocates for a Whole Health System of care in each of the Medical Centers. This approach to healthcare empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the VHA Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.
Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
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.
Area of Consideration- Eligible applications will be reviewed and referred in the following order:
- Current permanent VA employees of the facility.
- All other VA employees.
- All other applicants.
Veterans' preference does not apply for internal or other current permanent Federal agency employees.
Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:
Creditable Experience. Experience is only creditable if it is paid or non-paid employment directly related to the position to be filled, or in a related field, such as medical support assistants, clinic/ward clerks, health record file room/scanning technicians, medical coding, or other positions that include knowledge of the content and uses of health records. To be creditable, the candidate's experience must have demonstrated the use of knowledge, skills, and abilities associated with current MRT HIT practice.
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.
Required Documents
To apply for this position, you must provide a complete Application Package which includes:
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 (Schedule A)
- Disability Letter (VA)
- License
- Your full resume/CV may be uploaded without page limitation here
- Other (2)
- Other (3)
- Performance Appraisal
- Professional Certification
- Resume
- Separation Notice (RIF)
- SF-15
- SF-50/ Notification of Personnel Action - To verify your eligibility, you must submit a copy of your most recent Notification of Personnel Action (dated in the year 2026), Standard Form 50 (SF-50). You may obtain a copy of your SF-50 from your eOPF. Failure to provide this will exclude you from your claimed eligibility
- Transcript
Veterans' Preference: Veteran's preference does not apply to the 0675 occupational series per OCHCO Bulletin for the annual determination of staffing shortages as required by 38 U.S.C. § 7412 dated September 25, 2025.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.