This Position Is No Longer Available
  1. Overview
  2. Duties
  3. Qualifications & Evaluations
  4. Benefits & Other Info
  5. How to Apply

Job Title:Supervisory Medical Record Administrator (Coding), GS-0669 - Open Continuous

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:VHA-664-13-ED-795775

This position is closed and no longer accepting online applications through USAJOBS.

The contents of the announcement can still be viewed.


$62,451.00 to $81,184.00 / Per Year


Wednesday, November 28, 2012 to Monday, July 08, 2013




Full Time - Permanent




1 vacancy in the following location:
San Diego County, CA United StatesView Map


United States Citizens


Vacancy Identification Number (VIN): 795775

***This announcmenet has been ammended to change the closing date to August 30, 2013***

To fulfill President Lincoln's promise – "To care for him who shall have borne the battle, and for his widow, and his orphan" – by serving and honoring the men and women who are America's Veterans.  


How would you like to become a part of a team providing compassionate care to Veterans?


VHA provides patient centered care, delivered by engaged, collaborative teams in an integrated environment that supports learning and continuous improvement. The Veteran’s experience and health outcomes are improved with an emphasis on prevention through healing relationships in an optimal healing environment.


We are seeking new team members interested in working in this environment.  We are looking for team members that possess high energy, a strong work ethic, integrity, who are kind and empathetic, have a sense of humor, and who enjoy working for a collaborative, team-oriented system.  The team member must be willing to build customer confidence by professional dress and demeanor.


We invite you to apply to become part of a team of professionals engaged in promoting positive organizational change to improve business outcomes and create a positive healthcare experience for patients, families, and caregivers.


The VA San Diego Healthcare System (VASDHS) has one (1) full-time vacancy for Supervisory Medical Record Administrator/Coding Supervisor in the Health Information Management Section (HIMS) of Health Administration Service (HAS). The Coding Supervisor reports directly to the Assistant Chief, HIMS under the supervision of the Chief, HIMS. The Coding Supervisor contributes to the organizational mission and goals by assisting in the planning, development, implementation and maintenance of a system-wide coding program. The work schedule for this position is 8:00 a.m. - 4:30 p.m. Monday through Friday.


1 year of supervisory experience as a Medical Record Administrator as well as coding experience using ICD-9-CM, CPT-4 codes and Healthcare Common Procedure Coding System (HCPCS) is preferred.


NOTE: The Professional Standards Board (a peer-review group) will review the selected candidate's qualifications and recommend the step at which the candidate will be placed.  The salary is based on the grade and step approved for the selected candidate.


As a VA professional, your opportunities are endless. With many openings in the multiple functions of VA, you will have a wide range of opportunities at your fingertips. Not only is it the largest, most technologically advanced integrated health care system in the nation, but we also provide many other services to Veterans through the Benefits Administration and National Cemeteries.


Special Employment Consideration:  VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., mental retardation (intellectual disabilities), severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more.


For more information on the Department of Veterans Affairs, go to


This is an open continuous announcement.  Resumes/Questionnaires received in USA Staffing in response to this announcement will be maintained in the USA Staffing job file. 

FIRST CUTOFF: December 13, 2012. Applications received by the first cutoff will be referred first. Applications of qualified applicants received after the first cutoff date will be referred to the selecting official once every 15 days until the closing date (August 30, 2013) or a selection is made. 


  • U. S. Citizenship
  • Must pass pre-employment examination
  • English Language Proficiency required
  • Background and-or Security Investigation required


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The Medical Record Administrator/Coding Supervisor exercises supervisory authorities and responsibilities involving work assignment and review, as well as the administrative and personnel management functions relative to the staff supervised. The Coding Supervisor provides administrative and technical supervision necessary for accomplishing the work of HIMS, specifically the Coding Unit under HIMS. The Coding Supervisor performs the administrative and personnel management functions relative to staff supervised.  He/she establishes guidelines and performance expectations for staff, which are clearly communicated through the formal employee performance management system. He/she observes workers’ performance; demonstrates and conducts work performance critiques.  Provides informal feedback and periodically evaluates employee performance.  The Coding Supervisor resolves informal complaints and grievances. He/she develops work improvement plans, recommending personnel actions as necessary.  Provides advice and counsel to workers related to work and administrative matters. He/she assures that subordinates are trained and fully comply with the provisions of the safety regulations. Additionally, the incumbent is responsible for furthering the goals of equal employment opportunity (EEO) by taking positive steps to assure the accomplishment of affirmative action objectives and by adhering to nondiscriminatory employment practices in regard to race, color, religion, sex, national origin, age, or handicap.  Specifically, incumbent initiates nondiscriminatory practices and affirmative action for the work areas under his/her supervision in the following:  (1)  merit promotion of employees and recruitment and hiring of applicants; (2)  fair treatment of all employees; (3)  encouragement and recognition of employee achievements; (4)  career development of employees; and (5)  full utilization of employees’ skills. The Coding Supervisor supervises a staff of employees to accomplish the work of their immediate organizational units, HIMS, and the work and missions of the larger organizational units to which they belong, i.e., the Clinic, VISN 22 and VHA. 


PHYSICAL REQUIREMENTS: The work is sedentary with periods of walking, standing and bending.  Work requires long periods of concentration and a high degree of accuracy. 


Work Schedule: 40 Hours per week. This is a full-time, permanent position.


PCS/Relocation expenses will not be authorized.  A Recruitment or Relocation Incentive may be authorized.  To receive consideration for an incentive, the selectee must be among the best qualified and meet the criteria established in the VA Handbook 5007 Part VI Chapter 2.


This is not a Bargaining Unit Position.


YOU MUST INCLUDE VA FORM 10-2850c IN YOUR APPLICATION PACKAGE TO BE CONSIDERED FOR THIS VACANCY. Failing to submit any documentation that is required and listed under the "required Documents" tab may result in loss of consideration.


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Citizenship: Citizen of the United States.


Education or Experience:

a. Experience: Three years of experience in the field of medical records that included the preparation, maintenance, and management of medical records and health information systems OR an associate’s degree in the health information field plus 1 year of experience that included the preparation, maintenance, and management of medical records and health information systems. NOTE:  Successfully completed training for health information technicians in a school accredited by the American Health Information Management Association (AHIMA) at the time the program was completed may be substituted for 1 year of experience.  No credit may be given for partial completion of such training.




b. Education:  Education equivalent to a baccalaureate degree from an accredited university or college.




c. Experience/Education Combination:  Equivalent combinations of experience and education may be used to meet basic requirements.



Applicant’s education and length of experience will be considered by the Medical Records Administrator Professional Standards Boards in determining the grade and salary of the applicant selected. 

SPECIALIZED EXPERIENCE FOR THIS POSITION:   Requires a minimum of one year of experience at the next lower grade level that demonstrates the knowledge, skills, abilities, and other characteristics listed below:  


·         Ability to interpret and apply knowledge of clinical classification systems such as International Classification of Diseases (ICD), Current Procedural Technology (CPT), the Systematized Nomenclature of Medicine (SNOMED), and the Healthcare Common Procedure Coding System (HCPCS).

·         Ability to provide the full range of supervisory duties which would include assignment of work; completing performance evaluations; selection of staff; and recomnnedation of awards, advancements, and, when appropriate, disciplinary actions.


·         Ability to determine and evaluate compliance with the standards of regulatory and accrediting bodies such as the Joint Commission on the Accreditation of Healthcare Organizations (JCAHO), the Centers for Medicare and Medicaid Services, etc.

·         Ability to provide technical advice and/or provide oversight on health information issues.  This includes skill in interpreting and adapting health information management guidelines that are not completely applicable to the work or have gaps in specificity.

·         Ability to extract information, generate reports from various databases (e.g. clinical, financial), and analyze data including a consideration of such issues as applicability, validity, reliability, and the quality and characteristics of the data source, etc.

·         Ability to successfully apply principles and techniques of sound human resource management;


·         Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.


SUBSTITUTING EDUCATION FOR EXPERIENCE FOR THIS POSITION: To meet the required specialized experience for this position, applicants may substitute education equivalent to 3 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. (You must submit a transcript to receive credit for this education.)




References : VA Handbook 5005/23, Part II, Appendix G33, MEDICAL RECORD ADMINISTRATOR at (also available in the local Human Resources Office).

APPLICANTS PLEASE NOTE:  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 (particularly positions with a positive education requirement.)  Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.  Applicants can verify accreditation at the following website: All education claimed by applicants will be verified by the appointing agency accordingly.  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.

Veterans' Preference:

When applying for Federal Jobs, eligible Veterans should claim preference on their application or résumé. Applicants claiming preference based on service-connected disability, or based on being the spouse or mother of a disabled or deceased Veteran, must complete an SF 15, Application for 10-Point Veteran Preference. Veterans who are still in the service may be granted tentative preference on the basis of information contained in their applications, but they must produce a DD Form 214 or other proof prior to appointment to document entitlement to preference.  For more information on Veterans' Preference, please visit


Your application, résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.   You may also be evaluated based upon the question responses you provide during a structured interview. In responding to structured interview questions you should be sure to cite specific examples of experience, explain exactly what you did, and the outcome.


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Working for the Department of Veterans Affairs offers a comprehensive benefits package that includes, in part, paid vacation, sick leave, holidays, life insurance, health benefits, thrift savings plan, and participation in the Federal Employees Retirement System. In addition to traditional "dollars and cents" benefits, we offer a range of benefits to help balance work and life.  For more information please visit us at


This job opportunity announcement may be used to fill additional vacancies.


This position is in the Excepted Service and does not confer competitive status. 

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.   VA may offer newly-appointed Federal employees credit for their job-related 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.


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To begin the process, click the Apply Online button at the right side of this screen to create an account or log in to your existing USAJOBS account. Follow the prompts to complete the occupational questionnaire. Please ensure you click the Submit My Answers button at the end of the process.

YOU MUST INCLUDE VA FORM 10-2850c IN YOUR APPLICATION PACKAGE TO BE CONSIDERED FOR THIS VACANCY.   You may upload the completed form to your USAJOBS or Application Manager account if you apply online.  Then you can use the uploaded form again and again when applying for future vacancies.  Please see this guide ( for more information on uploading and re-using the form in your applications.  Other required forms and documents can also be saved in your account and used the same way.  Applicants are urged to apply online; this process is much easier and faster.

Note: To return to a previously Saved or Incomplete application, just reapply through your account in USAJOBS.  Check your account ( ) to see the status of your application after applying, including any messages that may have been sent to you.

If you cannot apply online:

  1. Click the following link to view and print the occupational questionnaire: View Occupational Questionnaire.
  2. Print this 1203FX form to provide your response to the occupational questionnaire:
  3. Fax the completed 1203FX form along with all supporting documents to (478)757-3144.  Your 1203FX form must be placed on top of all materials being faxed and will serve as a cover page for your fax transmission.
  4. Keep a copy of your fax receipt in case verification is needed.

To fax supporting documents you are unable to upload:

  1. Complete this cover page using the following Vacancy ID: 795775.  You must use this fax cover sheet in order for your documents to be matched with your online application.
  2. Fax your documents to (478)757-3144.

The complete Application Package must be submitted by 11:59 PM (EST) on Friday, August 30, 2013.


You must provide a complete Application Package which includes:

  1. CV or Resume.
  2. VA Form 10-2850c - Application for Associated Health Occupations (Available at (required).
  3. Occupational Questionnaire
  4. Optional Form 306 - Declaration for Federal Employment (Available at  This is a required form and must be submitted with your application.
  5. If prior military service, include all copies of your DD Forms 214 (required).   Applicants claiming preference based on service-connected disability, or based on being the spouse or mother of a disabled or deceased Veteran, must also complete and submit an SF 15, Application for 10-Point Veteran Preference (available at  
  6. If currently employed in the VA system, include latest SF-50 - Notification of Personnel Action. (required).


VASDHS Human Resources
Phone: (858)552-8585x3401
Agency Information:
VHA San Diego HCS
Human Resources
San Diego, CA


After we receive your complete application package (including any required documents), your qualifications will be reviewed to decide if you meet the basic requirements.  You will be notified when this decision is made.

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