Medical Records Administrator (Assistant Chief ACHIM)
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 the Chief, Health Information Management (CHIM), management and clinical staff abreast of changing technology in electronic systems used to collect, process, code, protect and store health information. Provides effective audits and monitors for all areas of responsibility, assuring that accurate and timely data is processed by all employees. Reviews work accomplished and assesses quality, quantity, accuracy and timeliness of work produced by each employee. Ascertains problems encountered and takes corrective action. Develops performance standards and conducts performance evaluations. Develops and conducts competency assessments. Responsible for carrying out established personnel functions and practices. Keeps employees informed about important aspects of personnel management programs. Formulates and initiates performance standards. Interviews prospective employees, recommends selection, and carries out training and development of assignments, awards or disciplinary action. Approves leave and establishes work schedules. Implements provisions of EEO programs to ensure fair and equal treatment for all employees. Provides administrative support to other HIM Supervisors/Leads by aiding in the selection, training and evaluation of section employees. Provides technical guidance to the various HIM unit supervisors and lead clerks while providing support of each unit in the absence of the section supervisor. Additionally, is responsible for determining the need for and extent of training personnel outside HIM with regard to the medical records and its format. Assists the CHIM with the development, evaluation and updating of office procedures, manuals, policies and directives. May be required to develop training materials and continuing education programs. Training programs developed and conducted by employee may include medical terminology, medical record documentation requirements, coding, transcription, records management, release of information, Privacy Act and HIPAA. Assistance is also provided in formal and informal service training and orientation of house staff as well as other members of the health care team regarding medical record functions and quality content. Provides consultation and management support to the above units to ensure smooth operation of a customer-focused, forward-thinking and efficiently managed department. In the absence of the CHIM, incumbent functions as Acting Chief of the Section and is responsible for overall management of the Sections' program and function. Other duties as assigned. Virtual:
This is not a virtual position Work Schedule:
Monday - Friday 8am - 4:
30pm Financial Disclosure Report:
Not required 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:
Citizenship:
Candidates must be a citizen of the United States. Non-citizens may be appointed when it is not possible to recruit qualified candidates in accordance with 38 U.S.C. 7407(a), 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). Education or
Experience:
(1)
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, (2) 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, (3) 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:
(1) Coding Certification through AHIMA or AAPC. NOTE. See paragraph 2a above for a detailed definition of Coding Certification. OR, (2) HIM Certification through AHIMA. NOTE. See paragraph 2d above for a detailed definition of HIM Certification. OR, (3) Health Data Analyst Certification through AHIMA. NOTE. See paragraph 2c above for a detailed definition of Health Data Analyst Certification. NOTE. HIMs Certification is required for all positions above the full performance level. Loss of Credential:
Following initial certification, credentials must be maintained through rigorous continuing education, ensuring the highest level of competency for employers and patients. An employee in this occupation who fails to maintain the required certification must be removed from the occupation which may result in termination of employment. At the discretion of the appointing official, an employee may be reassigned to another occupation for which he/she qualifies, if a placement opportunity exists. Grandfathering Provision:
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 . Grade Determinations:
Medical Records Administrator, (Assistant Chief (ACHIM)), GS-11:
(a)
Experience:
One year of creditable experience equivalent to the next lower grade level that demonstrates all the KSAs described at that level. OR, (b) 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. AND (c) Certification:
Employees at this level must have a HIM Certification. NOTE. See paragraph 2d of this appendix for detailed definitions of HIM Certification. AND (d) 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, statutes, 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 plan, justify, develop, evaluate, assess, monitor and/or advise on current HIM processes and recommend changes in policies or procedures. Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment). Ability to provide the full range of supervisory duties, to include assignment of work, completing performance evaluations, selection of staff, and recommendation for awards, advancements, and disciplinary actions, when appropriate. References:
VA Handbook 5005/ PART II APPENDIX G33 The full performance level of this vacancy is GS-11. Physical Requirements:
See VA Directive and Handbook 5019.
Estimated Salary: $20 to $28 per hour based on qualifications.
This is not a virtual position Work Schedule:
Monday - Friday 8am - 4:
30pm Financial Disclosure Report:
Not required 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:
Citizenship:
Candidates must be a citizen of the United States. Non-citizens may be appointed when it is not possible to recruit qualified candidates in accordance with 38 U.S.C. 7407(a), 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). Education or
Experience:
(1)
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, (2) 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, (3) 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:
(1) Coding Certification through AHIMA or AAPC. NOTE. See paragraph 2a above for a detailed definition of Coding Certification. OR, (2) HIM Certification through AHIMA. NOTE. See paragraph 2d above for a detailed definition of HIM Certification. OR, (3) Health Data Analyst Certification through AHIMA. NOTE. See paragraph 2c above for a detailed definition of Health Data Analyst Certification. NOTE. HIMs Certification is required for all positions above the full performance level. Loss of Credential:
Following initial certification, credentials must be maintained through rigorous continuing education, ensuring the highest level of competency for employers and patients. An employee in this occupation who fails to maintain the required certification must be removed from the occupation which may result in termination of employment. At the discretion of the appointing official, an employee may be reassigned to another occupation for which he/she qualifies, if a placement opportunity exists. Grandfathering Provision:
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 . Grade Determinations:
Medical Records Administrator, (Assistant Chief (ACHIM)), GS-11:
(a)
Experience:
One year of creditable experience equivalent to the next lower grade level that demonstrates all the KSAs described at that level. OR, (b) 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. AND (c) Certification:
Employees at this level must have a HIM Certification. NOTE. See paragraph 2d of this appendix for detailed definitions of HIM Certification. AND (d) 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, statutes, 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 plan, justify, develop, evaluate, assess, monitor and/or advise on current HIM processes and recommend changes in policies or procedures. Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment). Ability to provide the full range of supervisory duties, to include assignment of work, completing performance evaluations, selection of staff, and recommendation for awards, advancements, and disciplinary actions, when appropriate. References:
VA Handbook 5005/ PART II APPENDIX G33 The full performance level of this vacancy is GS-11. Physical Requirements:
See VA Directive and Handbook 5019.
- Department:
0669 Medical Records Administration - Salary Range:
$64,009 to $83,210 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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