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

Job Title:Medical Record Administration Specialist

Department:Department of the Army

Agency:U.S. Army Medical Command

Job Announcement Number:WTEQ12285966814200

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

The contents of the announcement can still be viewed.


$47,448.00 to $74,628.00 / Per Year


Monday, December 24, 2012 to Monday, January 07, 2013




Full Time - Permanent


1 vacancy in the following location:
El Paso, TX United StatesView Map


United States Citizens


Civilian employees serve a vital role in supporting the Army mission.  They provide the skills that are not readily available in the military, but crucial to support military operations.  The Army integrates the talents and skills of its military and civilian members to form a Total Army.

About the Position:  William Beaumont Army Medical Center, Patient Administration Division, Medical Records Administration Division, El Paso, TX. 

Who May Apply:


Current Army Civilian Employee

DoD Transfer (Excluding Army)Non-DoD Transfer - I am currently employed as a permanent career or career-conditional

Non-DoD (e.g., Dept of Labor, VA) employee in the competitive service.

Appointment of Certain Military Spouses, E.O. 13473


30% Disabled Veteran

Veterans Employment Opportunity Act (VEOA)

Veterans Recruitment Appointment (VRA)

Non-Appropriated Fund (NAF)

Persons with Disability

Executive Order 12721

Interagency Career Transition Assistance Plan (ICTAP)

Postal Service/Peace Corps and Other Unique Authorities

OPM Interchange Agreement Eligible




  • Permanent Change of Station is NOT Authorized.
  • Pre-employment Physical is required.
  • Must have and maintain Coding Certification.


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Serve as Diagnostic Related Group (DRG) and Ambulatory Patient Classification (APC) advisor and technical expert in developing, coordinating, training and evaluating the DRG/APC Program. Functions as the Ambulatory Data System (ADS) Record Administrator. Provides training and obtains and disseminates information related to DRG/APC's. Duties require comprehensive knowledge of accepted theories and techniques of medical record practice in the development, maintenance, analysis and use of diagnostic and therapeutic medical records to serve as a technical expert and administrative advisor to the professional medical staff on DRG/APC related matters. Duties require an understanding of clinical practice as it relates to delivery of care on an inpatient versus outpatient basis. Employee must demonstrate administrative ability, tact, persuasiveness and perseverance in establishing an effective DRG/APC program and in gaining the cooperation of all concerned members. A high degree of originality is required to develop new solutions to meet changing problems and requirements. Performs statistical analysis of DRG/APC information to identify potential problems from a resource allocation aspect and subsequently recommends alternative/corrective actions to resolve the problem.


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GS-09 - Specialized experience: One year of specialized experience at the GS-07 pay band or equivalent grade level in the federal service. Or, master's or equivalent graduate degree Or, 2 full years of progressively higher level graduate education or LL.B or J.D., if related (for example: Health Administration, Medical Records Administration, etc.)


Specialized experience for the GS 09 level is further defined as: In a developmental capacity, experience in 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.


GS -11 - Specialized experience: One year of specialized experience at the GS-09 pay band or equivalent grade level in the federal service. Or,  Ph.D. or equivalent doctoral degree in Health Services, Health Administration or a closely related fields, which has equipped me with the knowledge, skills and abilities necessary to perform the duties of this. Or, 3 full years of progressively higher level graduate education leading to a PH.D. or equivalent graduate degree in a related fields such as Health Administration. (NOTE: You must attach a copy of your transcripts for verification). Or, L.L.M degree in a closely related field such as Medical Records Administration or Medical records administration, which has equipped me with the knowledge, skills and ability necessary to perform the duties of this position. Or, Combination of experience and education: In addition to meeting the specialized experience, the incumbent MUST possess and maintain a current coding Certificate.


Specialized experience for the GS 11 level is further defined as developing, coordinating and evaluating the Diagnostic Related Group (DRG) Program in Medical Center. The work involves using and adapting established methods and techniques to perform a wide range of medical records management tasks; developing solutions to technical problems and assessing the effectiveness of the DRG Program and analyzing specific functions or problems and recommending solutions to meet the medical records management goals and objectives.


Evaluation of Specialized Experience: Candidates will be evaluated on the basis of their level of competency (knowledge, skills, and abilities) in the following areas:


  • Knowledge of regulatory, licensing and accrediting agency requirements.
  • Knowledge and skill in solving complex problems involving different aspects of medical record administration.
  • Knowledge of the established principles, concepts and methods of medical records management.
  • Knowledge of Diagnosis Related Groups (DRGs) and Ambulatory Patient Classification (APCs).


Time in Grade Requirement: Applicants who have held a General Schedule (GS) position within the last 52 weeks must meet the Time in Grade Restriction.


GS-09 - Time in Grade Restriction: Must have 52 weeks of Federal service at the GS 07 grade (or equivalent).

GS-11 - Time in Grade Restriction: Must have 52 weeks of Federal service at the GS 09 grade (or equivalent).



Only degrees from an accredited college or university recognized by the Department of Education are acceptable to meet positive education requirements or to substitute education for experience. For additional information, please go to the Office of Personnel Management (OPM) and U.S. Department of Education websites at - and


Foreign education must be evaluated for U.S. equivalency in order to be considered for this position. Please include this information in your resume.


Other Requirements:
here for more information.

Male applicants born after December 31, 1959 must complete a Pre-Employment Certification Statement for Selective Service Registration.

You will be required to provide proof of U.S. Citizenship.

One year trial/probationary period may be required.

Direct Deposit of Pay is Required.

SELECTIVE PLACEMENT FACTOR: NOTE: In addition to meeting specialized experience, applicants MUST meet the following Selective Placement Factors. Incumbent MUST possess and maintain a current coding Certificate. This position requires. Certification in one of the following: (Note you must provide proof of the certification)


1. Certified Coding Specialist (CCS)

2. Certified Coding Specialist – Physician (CCS-P)

3. Certified Coding Associates (CCA)

4. Certified Professional Coder – Outpatient (CPC)

5. Certified Professional Coder – Hospital (CPC-H)

6. Registered Health Information Technician (RHIT) OR

7. Registered Health Information Administrator



Your application package (resume, supporting documents, and responses to the questionnaire) will be reviewed to verify that you meet the basic eligibility and qualification requirements.  Your responses to the questionnaire will be used to evaluate your relevant personal, educational, and work experiences. Only the most recently submitted resume will be considered.

Interagency Career Transition Assistance Program (ICTAP).  The Interagency Career Transition Assistance Plan (ICTAP) provides eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies.  If your agency has notified you in writing that you are a displaced employee eligible for ICTAP consideration, you may receive selection priority if:  1) this vacancy is within your ICTAP eligibility, 2) you apply under the instructions in this announcement, and 3) you are found well-qualified for this vacancy.  Well-qualified is defined as meeting all of the minimum qualification standards and eligibility requirements as well as possessing skills that clearly exceed the minimum qualification requirements for the position. Under competitive delegated examining, an ICTAP eligible will be considered well-qualified if they attain an eligibility rating of 90 or higher, not including points for veterans' preference. You must provide proof of eligibility with your application to receive selection priority.  Such proof may include a copy of your written notification of ICTAP eligibility or a copy of your separation personnel action form.  Information about ICTAP eligibility is on OPM's Career Transition Resources website at



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The Department of Defense offers excellent benefits programs some of which may include:

  • Comprehensive health and life insurance
  • Competitive salaries
  • Generous retirement programs
  • Paid holidays, sick leave, and vacation time
  • Flexible work environment to include use of telework and alternate work schedules
  • Paid employment related training and education
  • Possible student loan repayment
  • Payment of licenses, certification, and academic degrees as applicable
  • Bonuses, incentives, and awards as appropriate for the job.


    Click here for more information.  

    Salary includes applicable locality pay or Local Market Supplement.

    Payment of Permanent Change of Station (PCS) costs is not authorized, based on a determination that a PCS move is not in the Government interests.

    Defense National Relocation Program will not be authorized.

    • Selection is subject to restrictions resulting from Department of Defense referral system for displaced employees.

    • The Department of Defense (DoD) policy on employment of annuitants will be used in determining eligibility of annuitants. The DoD policy is available at

    • In accordance with section 9902(h) of title 5, United States Code, annuitants reemployed in the Department of Defense shall receive full annuity and salary upon appointment. They shall not be eligible for retirement contributions, participation in the Thrift Savings Plan, or a supplemental or redetermined annuity for the reemployment period. Discontinued service retirement annuitants (i.e. retired under section 8336(d)(1) or 8416(b)(1)(A) of title 5, United States Code) appointed to the Department of Defense may elect to be subject to retirement provisions of the new appointment as appropriate. (See DoD instructions 1400.25, Volume 300, at

    • Multiple positions may be filled from this announcement.


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    To apply for this position, you must provide a complete Application Package.
    Application packages must include:

    1. Your resume: If you submit a resume with inappropriate material e.g. photos, you will not be considered for this vacancy. Your resume may be submitted in any format. For qualifications determinations your resume must contain hours worked per week and the dates of employment (i.e., HRS per week and month/year to month/year or month/year to present). Resumes that do not contain this information will be marked as insufficient and applicants may not receive consideration for this position.
    2. Your responses to the questionnaire
    3. Additional required documents (see Required Documents section below)

    The complete Application Package must be submitted by 11:59 PM (EST) on Monday, January 07, 2013.

    To begin the process, click the Apply Online button to create an account or log in to your existing USAJOBS account.  Follow the prompts to complete the questionnaire. Please ensure you click the Submit My Answers button at the end of the process. 
    To fax supporting documents you are unable to upload, complete this cover page using the following Vacancy ID 814200.  Fax your documents to 1-478-757-3144.

    If you cannot apply online, you will need to provide the same information obtained in the online process.  You will need three documents to complete this process:  the Occupational Questionnaire, the scan response form, U.S. Office of Personnel Management Occupational Questionnaire (OPM Form 1203-FX), and a separate document described in item #3. below. 

    1. Download the scan response form, OPM Form 1203-FX, from

    2. View Occupational Questionnaire.  Use this information to guide you in completing the OPM Form 1203-FX.  Note that you may be instructed to leave some responses blank on the scan response form.

    3.  On a separate document, please identify which position(s) on your resume (include title, organization, and employment dates) support any response of “E” ("I am considered an expert in performing this task...."). 

    4. Fax the completed OPM Form 1203-FX, along with your required and supporting documents, to 1-478-757-3144. Your OPM Form 1203-FX will serve as a cover page for your fax transmission.

    PLEASE NOTE: The numbering on the OPM Form 1203-FX will not match the Occupational Questionnaire.  Section 25 of the OPM Form 1203-FX continuously numbers from number one, while the Questionnaire starts each section of questions with number one.  When entering your responses please continue regardless of number sequence.  This issue has been identified and will be resolved as soon as possible. 

    It is your responsibility to verify that information entered, uploaded, or faxed (i.e., resume) is complete, accurate, and submitted by the closing date.  Uploaded documents may take up to one hour to clear the virus scan.  Faxed documents must be completely transmitted by 11:59p.m. Eastern Standard Time on the closing date of the announcement.

    The Department of the Army provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the servicing civilian personnel unit. Requests for reasonable accommodation are made on a case-by-case basis.


    The following documents are required:

    • Resume: If you submit a resume with inappropriate material e.g. photos, you will not be considered for this vacancy. Your resume may be submitted in any format. For qualifications determinations your resume must contain hours worked per week and the dates of employment (i.e., HRS per week and month/year to month/year or month/year to present). Resumes that do not contain this information will be marked as insufficient and applicants may not receive consideration for this position.
    • If the position has an education requirement or you are qualifying based on a combination of education and experience or solely on education, you must submit your college transcripts with your application.
    • You MUST submit documents verifying your eligibility with your application package. These documents may include, but are not limited to: for current employment verification, a SF-50 or DD3434; If you are claiming Veterans Preference or Military Spouse preference (MSP), to verify your preference claim you MUST submit supporting documents with your application package. These documents may include, but are not limited to:   for MSP claims, PCS orders and marriage certificate; for verification of Veteran Preference, DD214 (which indicates character of service) SF-15, VA Letter and/or Activation/Deactivation orders.

    • If you are currently serving on active duty: You MUST submit a certification from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions not later than 120 days after the date the certification is signed. If you supply a certification at this stage, your preference/eligibility will be verified prior to appointment.   For more information about Veteran's Preference, please click this link:   Please upload veteran's documents under the appropriate category

    • If you fail to provide these documents, you will be marked as having an incomplete application package and will not be considered any further. 

    • Proof of current Coding Certification.


    PLEASE NOTE: Documents submitted as part of the application package, to include supplemental documents, may be shared beyond the Human Resources Office.   Some supplemental documents like military orders and marriage certificates may contain personal information for other than the applicant. These documents may be sanitized to remove such personal information before submission with the application. Applicants may be asked to provide an un-sanitized version of the documents upon selection to confirm eligibility.


    Central Resume Processing Center
    Phone: (410)306-0137
    Agency Information:
    DA WER Fort Bliss
    Civilian Personnel Advisory Center
    504 B Holbrook Road
    Fort Bliss, TX


    Once the application process is complete, a review of your application will be made to ensure you meet the job requirements. To determine if you are qualified for this job, a review of your resume and supporting documentation will be made and compared against your responses to the occupational questionnaire. The numeric rating you receive is based on your responses to the questionnaire. The score is a measure of the degree to which your background matches the knowledge, skills, and abilities required of this position. Please follow all instructions carefully. Errors or omissions may affect your rating.


    To check the status of your application or return to a previous or incomplete application, log into your USAJOBS account, select My Applications, and click on the more information link under the application status for this position.


    If no email address is provided, you are responsible for checking status updates and notifications in Application Manager. Hard copy notifications will not be sent to you.


    For questions regarding the status of your application, eligibility or qualifications determination contact the Army Applicant Helpdesk at

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