Supervisory Medical Records Administrative Specialist Job in Salem, OR

Vacancy No. IHS-24-WR-12432955-DE Department Indian Health Service
Salary $64,504.00 to $83,854.00 Grade 9 to 9
Perm/Temp Permanent FT/PT Full-time
Open Date 6/6/2024 Close Date 12/31/2024
Job Link Apply Online Who may apply Public
Locations:
Salem, OR


Summary

The position is to manage the medical records administration program at the service unit to meet statutory and regulatory requirements. This position also provides supervision and guidance to positions in the Patient Care Component and Medical Records Teams. The position reports to the Deputy Chief Executive Officer.

This job announcement is OPEN UNTIL FILLED. The job announcement closes once the position is filled.

This job is open to

Clarification from the agency

The IHS is required by law to give absolute preference to qualified applicants who meet the Secretary of the Interior's definition of Indian for appointment to vacancies within the IHS in accordance with established IHS policy as outlined in the Indian Health Manual Part 7, Chapter 3. The IHS is an Equal Opportunity Employer.

Duties

  • Custodian of the medical record; accepts subpoena duces tecum, and reviews subpoenaed records for completeness in relation to medico-legal and IHS requirements.
  • Oversee the medical coding function and perform a variety of technically complex duties involved with auditing, reviewing, and analyzing medical data and medical records to ensure facility is in compliance with applicable regulatory and coding guidelines.
  • Supervises Medical Records Technicians (coders) and Medical Records Clerks. Assign and distribute work to subordinates based on priorities, difficulty of assignments, and the capabilities of employees
  • Reviews and verifies component parts of clinical records to ensure completeness and accuracy of diagnoses, operations, and special diagnostic and therapeutic procedures.
  • Oversee coding functions for Ambulatory Data Module (ADM) and Coding Compliance Editor (CCE).
  • Determine the appropriate International Classification of Diseases-10th Revision -Clinical Modification (ICD-10-CM)/Procedural Coding System (PCS) codes for diseases, injuries, and operations which most accurately describes the patient's condition and procedure performed.
  • Analyze a wide range of medical records pertaining to injuries, diseases, and medical/surgical procedures for qualitative review to ensure internal consistency, completeness, and compliance with applicable regulations and accreditation standards.
  • Plan and conduct educational training sessions on Privacy Act requirements.

Requirements

Conditions of Employment

Must pass pre-employment examination.
Selectee may be subject to a probationary period
U.S. Citizenship is required
Selective Service Registration is required for males born after 12/31/1959

This is a designated position covered by Public Law 101-630, requiring contact or control over Indian children. Due to this requirement, the agency must ensure that persons hired for these positions have not been found guilty of or pleaded nolo contendere or guilty to certain crimes.

A one-year supervisory/managerial probationary period may be required upon selection/placement.

Confidential Financial Disclosure Form required.

Measles and Rubella immunization required for selectees born after 1957 and seasonal influenza immunization is required for all staff working in Indian Health Service health care facilities.

COVID-19 vaccination is required for all selectees prior to entrance on duty.

The selected individual is required to obtain and maintain certification, including any licensure requirements. If privileges are not obtained or maintained during employment, the employee will be subject to adverse actions, up to and including removal from Federal service.

Successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights and responsibilities, visit www.dhs.gov/E-Verify/.

You will need to set up direct deposit so we can pay you.

Background Investigation: If you are selected for this vacancy, you must undergo a pre-employment fingerprint check and background investigation. Fingerprint results and background investigation documentation must be cleared prior to hire. After you begin your employment, your continued employment is contingent upon the outcome of a complete background investigation as determined by the sensitivity level of your position. The investigation must find that you are suitable for Federal employment in your position. If you are found not suitable, you will be terminated after you begin work. If you make a false statement in any part of your application, you may not be hired; you may be fired after you begin work; or subject to possible criminal charges. You may be subject to a credit check as a part of the background investigation process.

Qualifications

To qualify for this position, your resume must state sufficient experience and/or education, to perform the duties of the specific position for which you are applying.

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; religious; spiritual; community; social). You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.

Individual Occupational Requirements: These standards describe the basic qualification requirements (for example, educational, medical, age, experience, etc.) for this type of occupation. Such requirements are listed below. Minimum qualifications related to this position and essential certifications requirements related to the work of this position are described below.

Education (Individual Occupational Requirements):
  • Successfully completed training in an approved school for medical records technician equates to 1 year of general experience. No credit may be given for partial completion of such training.
  • Successful completion of a bachelor's degree in a medical records administration educational program accredited by the American Health Information Management Association (AHIMA) and the American Medical Association's Committee on Allied Health Education and Accreditation (CAHEA) meets the requirements for GS-5 positions.
  • Successful completion of the requirements for a bachelor's degree (in any field) and 1 year in a medical records administration educational program accredited by AHIMA and CAHEA meets the requirements for GS-7.
Specialized Experience (Individual Occupational Requirements):

Examples of qualifying specialized experience include:
  • Planning, developing, and directing a medical records program for a health care facility that meets both institutional goals and standards of accrediting agencies.
  • Evaluating and analyzing the organization and operation of medical records services, including medical records and indexes, and recommending and/or implementing appropriate revisions and modifications.
  • Assisting medical and administrative staff in evaluating the quality and appropriateness of patient and health care services.
  • Designing information systems to collect, analyze, monitor, report, and maintain privacy and confidentiality of patient and institutional data for health care related programs, and evaluating and implementing changes to assure the reliability of data.
  • Developing and implementing policies and procedures for processing legal medical documents and insurance and correspondence requests in accordance with Federal, State, and local statutes.
MINIMUM QUALIFICATIONS FOR GS-09:
  • Your resume must demonstrate at least one (1) year of specialized experience equivalent to at least the next lower grade level in the Federal service, the GS-07 grade level, which is the next lower grade for this occupational series. One year of full-time specialized experience comparable in difficulty and responsibility to the GS-07 grade level that equipped the applicant with the knowledge, skills and abilities to successfully perform the duties of this position. OR
  • Master's or equivalent graduate degree, OR
  • 2 full years of progressively higher-level graduate education leading to such a degree, OR
  • LL.B. or J.D., if related.

Selective Placement Factor: Certification as a Registered Health Information Technician (RHIT).

Selective factors are special qualifications that are in addition to the basic requirements and the additional requirements which are listed in a qualification standard, selective factors are determined to be essential to perform the duties and responsibilities of a particular position. Candidates who do not meet a selective placement factor are ineligible for further consideration. You submit provide evidence of your license at the time of application to verify that you meet the requirement.

Condition of Employment: Certification for International Classification of Diseases (ICD) /10 by either the American Health Information Management Association (AHIMA) or The American Academy of Professional Coders (AAPC); AND Certified Clinical Coder such as: Certified Coding Specialist (CCS) by AHIMA and/or Certified Professional Coder (CPC), Certified Professional Coder-Hospital by AAPC.

You may achieve coding certification within one year after entrance on duty. This condition of employment only applies to coding certification, you must possess a Certification as a Registered Health Information Technician (RHIT).to be qualified for the position

You must meet all qualification requirements within 30 days of the established cut-off date or the closing date of the announcement. The first cutoff date is 10 days after the opening date. If necessary, additional cutoff dates will be established until the position is filled. Once the position is filled, the job announcement closes.

Education

Substitution of Education for Experience for the GS-9: A master's or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree or LL.B. or J.D., if education is related to the work of the position can be substituted for meeting the specialized experience requirement. (Must submit copies of transcripts).

One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement.

Combination of Experience and Education: Combinations of successfully completed post-high school education and experience may be used to meet total qualification requirements for the GS-09 grade level. Only graduate education may be used to qualify you. A combination of education and experience must when combine must fully meet the minimum qualifications for this position. The total percentage must equal at least 100 percent. (Must submit copies of unofficial transcripts.)

Additional information

Per IHS policy (SGM 21-04) IHS selectees to positions located in Federally operated hospitals, health centers, and clinics must be fully vaccinated for COVID-19 before entry on duty or have IHS approve a medical or religious exemption. If an exemption is approved then wearing a face mask and regular testing for COVID-19 will be required. Your Human Resources Specialist will provide a list of documents acceptable as vaccination proof and instructions on how to submit your vaccination documentation or how to request a medical or religious exemption, if needed.

This position is eligible for workplace flexibilities which may include remote work or telework options, and/or flexible work scheduling. These flexibilities may be requested in accordance with the HHS Workplace Flexibilities policy. https://www.hhs.gov/about/agencies/asa/ohr/hr-library/990-1/index.html.

Additional selection(s) of candidates may be possible within 240 days from the date the certificate of eligibles was issued for this announcement.

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. IHS may offer newly-appointed Federal employees credit for their directly related previous non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave.

Recruitment or relocation incentives may be authorized. At least a 6-month service agreement will be required.

The Indian Health Service (IHS), National Health Service Corps (NHSC), and the Health Resources and Services Administration (HRSA) have student loan repayment programs for qualifying health disciplines. This is a competitive process separate from the hiring process. Opportunities for LRP are based on agency hiring priorities and availability of funds. For additional information please visit:
For IHS - https://www.ihs.gov/loanrepayment/
For NHSC - https://nhsc.hrsa.gov/loanrepayment/
For HRSA Nurse Corps - https://bhw.hrsa.gov/loansscholarships/nursecorps

Benefits

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.

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.

If you meet the minimum qualifications requirements for this position, your application will be evaluated and rated under Category Rating selection procedures. Once the application process is complete, a review of your qualifications will be conducted to determine if you are qualified for this job. Qualified candidates will be assigned to a quality category. The quality categories are: Best Qualified, Well Qualified, or Qualified. Within each of these categories, applicants eligible for veteran's preference will receive selection priority over non-preference eligibles.

Please note that if, after reviewing your resume and or supporting documentation, a determination is made that you have inflated your qualifications and or experience, your category rating can and will be adjusted to more accurately reflect your abilities, or you may lose consideration for this position. Please follow all instructions carefully. Errors or omissions may affect your eligibility.

To determine if you are qualified for this position, a review of your resume and supporting documentation will be made and compared against the qualifications as defined in the qualifications section of this vacancy announcement and your responses to the assessment questions. You will be rated based on the information provided in your resume (your resume must state specific duties that relate to this position) and your responses to the assessment questions will be evaluated against the duties you provided in your resume, along with your submitted documentation to determine your ability to demonstrate the following.

  • Interpersonal Skills
  • Managing Human Resources
  • Medical Coding
  • Oral Communication
  • Planning and Evaluating
  • Technical Competence
  • Technology Application


The following links below provide information on how you may be eligible for various hiring authorities. If you are a Veteran, qualified CTAP and ICTAP eligible, or an individual with a disability, please refer to the following links below for additional guidance. CTAP and ICTAP candidates will be eligible for selection priority if it is determined that they have exceeded the minimum qualifications for the position by attaining at least a "well qualified" rating of 85 out of 100. Information about CTAP and ICTAP eligibility is on the Office of Personnel Management's Workforce Restructuring Career Transition website at: https://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. CTAP/ICTAP documentation requirements are listed in the "Required Documents" section of this announcement. Click here to view vacancy questions: https://apply.usastaffing.gov/ViewQuestionnaire/12432955. All documents above MUST be received by 11:59 pm (Eastern Standard Time) of the established cutoff date or the closing date of, 12/31/2024, to be considered. The first cutoff date is 10 days after the opening date. If necessary, additional cutoff dates will be established until the position is filled.

Required Documents

Resume: You are highly encouraged to use USAJOBS Resume Builder to ensure all required information is included in your Resume.

If you use your own resume, curriculum vitae, or any other written form you choose then you must describe your job-related qualifications that includes

  • beginning and ending dates for paid and non-paid work experience,
  • hours worked per week,
  • month and year of employment for each job title listed,
  • description of job duties,
  • Include name and address of employer, supervisor name and telephone number.

Required as applicable for the purposes of specific eligibility and appointment claim(s), and position requirements:

Indian Preference Applicants: If claiming Indian preference, applicants must provide a completed copy of the Form BIA-4432, "Verification of Indian Preference for Employment in the BIA and IHS Only." Indian preference will not be given unless a properly signed and dated form is submitted with your application, including any verification by an authorized Tribal Representative or BIA Official of tribal enrollment records. For detailed instructions, see form BIA-4432. Refer to BIA-4432 link: https://www.bia.gov/sites/default/files/dup/assets/public/raca/online_forms/pdf/1076-0160_INDIAN-PREF_Expires-10.31.24_508.pdf. When an Indian Preference candidate possesses Veterans preference the rules regarding Veterans preference apply under ESEP and the applicant must provide documentation in order to receive preference.
Veterans Preference: If claiming Veteran's Preference provide a copy of your DD214 Form (Member 4 copy). To claim 10-Point Veterans Preference, submit a SF-15 Application (http://www.opm.gov/forms/pdf_fill/SF15.pdf) along with the appropriate supporting documentation. For additional information regarding Veterans Preference visit: http://www.fedshirevets.gov.
Career Transition Assistance Program (CTAP)/Interagency Career Transition Assistance Program (ICTAP): If you are claiming CTAP/ICTAP, follow the instructions below: http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/ctap_guideline.pdf.
Transcripts: You are encouraged to submit copies of transcripts (official or unofficial) although not required at the time of application. You must list your courses including titles, credit hours completed, and grades. Official transcripts will be required after tentative selection and prior to issuing an official job offer.
Licensure, Certifications: Applicants should list their license/certifications on their resume, along with the expiration date, if applicable. Certification of licensure/certification will be required after tentative selection and prior to issuing an official job offer.

You must meet the requirements of the job by 11:59 (Eastern Standard Time) of the established cutoff date or the closing date: 12/31/2024

The first Cut-off date for receipt/referral of applications to be considered for available vacant positions will be 10 days after the JOA open date. If necessary, additional cutoff dates will be established until the position is filled. Once the position is filled, the job announcement closes.

Your resume and any documents submitted will be retained for three months and may be used at any time during this period. After 3 months, you must reapply to this announcement in order to be considered.

How to Apply

To apply for this position, you must provide a complete Application Package. See required documents below.

  1. Click 'Apply' to create an account or log in to your existing USAJOBS account.
  2. Follow the prompts to upload your resume and/or supporting documents.
  3. Read all Eligibility questions and respond accordingly. .
  4. Complete the assessment questions.
  5. Verify all required documentation is included in your application package
For additional questions please see our Frequently Asked Questions (FAQs) found here: http://www.ihs.gov/jobs/index.cfm?module=search&option=faq.

Agency contact information

Margaret Witt

Address

Western Oregon Service Unit
3750 Chemawa Road NE
Salem, OR 97305
US
Learn more about this agency

Next steps

You can track the progress of your application package via your USAJobs account. You will receive an acknowledgement from USAJobs that your submission was successful once we have received your on-line occupational questionnaire, resume, and any supporting documentation. You will be notified of the status of your application via your USAJobs Account after we conduct a qualification review of your complete application package. You will be contacted if further evaluation or interviews are required. Any exaggeration of your experience, false statements, or attempt to conceal information may disqualify you for employment consideration. We may verify all information you provide in your resume and questionnaire responses, through reference and/or background check, and/or verification of your education. If you are selected, you will be contacted personally by the human resources office posting this announcement.

If all required documentation is not submitted with your application you will lose consideration. It is the applicant's responsibility to verify that information and documents entered, uploaded, or faxed are received, legible and accurate. HR will not modify answers submitted by an applicant.

HHS has a critical preparedness and response mission: HHS protects the American people from health threats, researches emerging diseases, and mobilizes public health programs with domestic and international partners. In support of this mission, HHS offers its employees the opportunity to volunteer to become Federal Civilian Detailees and contribute their unique skills through voluntary temporary assignments to humanitarian emergencies or Departmental priorities countering new and emerging health, safety, and security threats.

~ ~ ~ Indian Health Service is an Equal Opportunity Employer ~ ~ ~


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.


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