Supervisory Medical Records Administrator Chief HIMS

Clarification from the agency

This announcement is open to current permanent James A. Haley employees only. NOTE: The 2-page Resume requirement does not apply to this position.

Responsible for all facets of health records management for the facility. Is fully responsible for directing the operation of all personnel working within the following program areas: records analysis, coding, clinical documentation improvement, medical record files, incomplete records/physician liaison, data validation, quality improvement processes, medical transcription, and records management.

Major duties include but not limited too:

• Evaluates health records program and independently determines the nature and extent of problem areas.
• Develops recommendations and solutions for program improvement as well as implements innovative solutions to correct technical and complex problems.
• Assures all health information that is coded and meets the requirements of the VA and/ or Joint Commission and is consistent with professional health records standards.
• Serves on a multidisciplinary revenue team to ensure optimal processes to facilitate maximum reimbursement opportunities.
• Key advisor to the executive leadership and clinicians and is responsible for providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, patient privacy and confidentiality, etc.
• Completes internal quality assurance.
• Responsible for assuring that all patients have a complete record of their medical care at the facility.
• Leading the automation of all health information systems at James A. Haley Veterans' Hospital and Clinics.

Work Schedule: Monday to Friday 8:00am to 4:30pm
Telework: Ad-hoc
Virtual: This is not a virtual position.
Functional Statement #:70198F
Relocation/Recruitment Incentives: 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.
• 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 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 Medical Records Administrators (MRA) positions in the GS-0669 series in VHA must meet one of the following: Coding Certification through American Health Information Management Association (AHIMA) or American Association of Professional Coders (AAPC) or HIM Certification through AHIMA or Health Data Analyst Certification through AHIMA.

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

Grandfathering Provisions: All persons employed in VHA as an MRA are considered to have met all qualification requirements for the title, series, and grade held, including positive education, and [registration and/or certification 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 the following provisions apply:

1. Such employees may be reassigned, promoted up to, and including, the full performance (journeyman) level, or [changed to lower grade] within the occupation, but may not be promoted beyond the [journeyman] level or placed in supervisory or managerial positions.
2. Employees who [were] 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/[registration/]certification[, and] meet all the basic requirements of this qualification standard, must maintain the required credentials as a condition of employment in the occupation.
4. MRAs who are converted to title] 38 [hybrid status] under this provision and subsequently leave the] occupation [lose] protected status and must meet the full VA qualification standard requirements in effect at the time of reentry , as a medical records administrator

Physical Requirements: Routine work requires phone, keyboard and computer mouse use, standing and sitting for extended periods of time, intermittent/ non-strenuous ambulation around all areas of the medical center, and carrying light items such as papers, books and some files.

English Language Proficiency. Medical Records Administrators must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).

Grade Determinations. In addition to the basic requirements for employment, the following criteria must be met when determining the grade of candidates.
Medical Records Administrator (Chief (CHIM)), GS-13

• Experience: In addition to the basic requirements, One year of creditable experience equivalent to the next lower grade (GS-12) level that demonstrates the KSAs described at that level. Experience includes establishing policies, procedures, responsibilities, and requirements for HIM-related matters, such as health record documentation, coding and clinical documentation improvement, release of information, file room/scanning, records management, transcription and medical speech recognition, as well as the overall management of health information and Veterans health records. Overseeing implementation and adherence to HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies. They ensure that the facility is in compliance with applicable standards by completing HIM audits, developing healthcare data reports, and statistical information, for timely and accurate reporting.

Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate all of the following KSAs:

1. Ability to determine and evaluate compliance with legal, ethical and regulatory guidelines and accrediting bodies, as they apply to health information management.
2. Ability to provide sound, technical guidance to staff at various levels about major programs, legal, or procedural changes related to health information management.
3. 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.
4. Skill in analyzing complex data, interpreting and trending results for effective management of the HIM program.
5. Skill in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring of HIM processes.
6. Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.

Assignment- CHIMs in this assignment provide technical advice, planning, and evaluation about health information management issues impacting the overall program on a regular and recurring basis. Multi-division, integrated health care systems under the leadership of a single director are considered to be a single facility with one CHIM. A position with program responsibility over less than a single health care system does not have full program responsibility for the health information management program. The CHIM establishes policies, procedures, responsibilities, and requirements for HIM-related matters, such as health record documentation, coding and clinical documentation improvement, release of information, file room/scanning, records management, transcription and medical speech recognition, as well as the overall management of health information and Veterans health records. They oversee development, implementation and adherence to HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies. They ensure the facility is in compliance with applicable standards, by completing HIM audits, developing healthcare data reports, and statistical information, for timely and accurate reporting. The CHIM monitors HIM performance through dashboards, productivity standards, and benchmarking. They participate in establishing and implementing strategic facility and HIM Department goals and controlling program activities and cost, budgeting, procurement, and property management, to achieve goals and improve processes. The CHIM monitors and manages HIM workflow to ensure program objectives are met.

This announcement is above the full performance.

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.
GS-13

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)
• SF-50/ Notification of Personnel Action
• Transcript

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)
• Other (1)
• Professional Certification
• SF-50/ Notification of Personnel Action
• Transcript

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

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