Supervisory Medical Records Administrative Specialist

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.

• Ensure accurate ICD-10, CPT/HCPCS, and DRG assignment across all clinical services; monitors coding quality, documentation integrity, compliance with CMS/DHA standards, and drives continuous improvement.
• Advise leadership, physicians, and administrators on coding requirements, documentation standards, DRG management, and financial impacts.
• Directly supervise coding staff, assign work, evaluate performance, handle hiring and disciplinary actions, identifies training needs, and leads organizational improvements to enhance efficiency.
• Provide training to coders, physicians, residents, and other healthcare professionals on coding rules, documentation requirements, DRG methodology, and regulatory updates.
• Use data systems and audit tools to evaluate coding accuracy, identify trends or deficiencies, perform special studies, and recommend corrective actions to improve data reliability and revenue cycle performance.

Conditions of employment

Selectee may be subject to a probationary period
ESEP appointees typically serve a two year trial 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.

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 Requirement:

This position requires the successful completion of a federal background investigation as a condition of employment.

A background investigation is a standard process used by the Federal Government to verify an individual's identity, employment history, education, and other relevant information to determine suitability for Federal service.

Upon receipt of instructions, applicants must complete all required background investigation forms within five (5) calendar days of issuance. Timely completion is critical to avoid delays in processing or a determination of unsuitability.

Applicants are strongly encouraged to prioritize this requirement and to maintain regular communication with their assigned Personnel Security Specialist throughout the process.

A REAL ID will be required beginning May 7, 2025, in accordance with 6 C.F.R. 37.5 (2021).

Prior to the appointment, candidates must present two valid forms of identification. If one of the documents is a state-issued ID or driver's license, it must be REAL ID-compliant.

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.

BASIC REQUIREMENT(S):
Individual Occupational Requirements
General Schedule Qualification Standards - Medical Records Administration Series 0669

Education:
Successfully completed training in an approved school for medical records technicians 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.

OR

Specialized Experience (for positions above GS-5):
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.

In addition to the Individual Occupational Requirements, you must also meet the Minimum Qualifications stated below.

MINIMUM QUALIFICATIONS, GS-0669-9:
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 obtained in either the private or public sector performing the following type of work and/or tasks: Supervises or oversees medical coding activities, including auditing, reviewing, and analyzing medical records to ensure compliance with regulatory and professional coding standards. Responsible for overseeing medical coding and Diagnosis-Related Group (DRG) assignment operations to ensure compliance and accreditation standards for quality, accuracy, and productivity.

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.

OR

A combination of the specialized experience and education. (Must provide transcripts)

Condition of Employment:
Registered Health Information Technician or Administrator (RHIT or RHIA) and Certification as a Certified Coding Specialist (CCS) or Certified Professional coder (CPC) is required within one year of employment.

SUPERVISORY AND MANAGERIAL ABILITIES: Candidates must have demonstrated in their work experience or training that they possess, or have the potential to develop, the qualities of successful supervision, as listed under the appropriate category below:

• Ability to motivate, train and work effectively with subordinates who have a variety of background and training.
• Ability to accomplish the quality and quantity of work expected with set limits of cost and time.
• Ability to plan own work and carry out assignments effectively.
• Ability to communicate with others effectively, both orally and in writing, in working out solutions to problems or questions related to work.
• Ability to understand and further manage goals as these affect day-to-day work operations.
• Ability to develop improvements in or design new work methods and procedures.

Time In Grade
Federal employees in the competitive service are also subject to the Time-In-Grade Requirements: Merit Promotion (status) candidates must have completed one year of service at the next lower grade level. Time-In-Grade provisions do not apply under the Excepted Service Examining Plan (ESEP).

You must meet all qualification requirements by the closing date of the announcement.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

You will be evaluated for this job based on how well you meet the qualifications above.

Once the application process is complete, the first two pages of your resume and supporting documentation will be used to determine whether you meet the job qualifications.

Structured Resume Review: Subject matter experts (SMEs) will review your resume to determine your technical qualifications for this position based on the required competencies. SMEs will review ONLY the first two (2) pages of your resume. SMEs will not review additional information beyond your resume (e.g., cover letter, links embedded in your resume).

Supervises or oversees medical coding activities, including auditing, reviewing, and analyzing medical records to ensure compliance with regulatory and professional coding standards. Responsible for overseeing medical coding and Diagnosis Related Group (DRG) assignment operations to ensure compliance and accreditation standards for quality, accuracy, and productivity.

Once the announcement closes, we will conduct a review of your application package to verify your eligibility and qualifications. If you are found qualified, your application will move forward to additional phases of the review process.

To ensure a fair and consistent hiring process, IHS uses a multi-hurdle assessment process. Each "hurdle" must be passed before moving to the next step. This helps us evaluate applicants based on job-related qualifications, competencies, and experience.

Below is what applicants can expect:
________________________________________
1. Minimum Qualifications Review - Hurdle 1
HR reviews your resume to confirm you meet the eligibility and minimum qualifications for the position (education and/or licensure (if applicable), listed above).
Note: the first two pages of your resume and supporting documentation will be used to determine whether you meet the minimum qualifications.
If you meet eligibility and minimum qualifications, you move to the next hurdle.
2. Technical Assessment (Subject Matter Expert Resume Review) - Hurdle 2
A panel of subject matter experts (SME) will review your resume to determine whether you clearly show the required specialized experience listed below.


Note: SMEs will review ONLY the first two (2) pages of your resume. SMEs will not review additional information beyond your resume (e.g., cover letter, links embedded in your resume).

This assessment is Pass/Fail.

Applicants who demonstrate the required experience will advance.

Demonstration of these specialized experience statements ascertain your competency in the following:

• Managing Human Resources
• Medical Coding
• Quality Assurance

Click here to view vacancy questions: https://apply.usastaffing.gov/ViewQuestionnaire/12972916.

All documents above MUST be received by 11:59 pm (Eastern Standard Time) of the closing date of, 09/09/2026, to be considered.

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Resume: You are highly encouraged to visit the USAJOBS Help Center before submitting a resume. USAJOBS Help Center - Update your resume now so it meets new resume requirements

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: Verification of Indian Preference for Employment in the BIA and IHS 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.
• Current or former Federal employee: Include your most recent SF-50 or if Reinstatement eligible include your Career SF-50.
• Noncompetitive eligibles: Submit additional documents to prove your eligibility to apply to this vacancy.
• Transcripts: ou 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 pm (Eastern Standard Time) of the closing date: 09/09/2026

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