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

Job Title:Medical Records Administration Specialist

Department:Department Of Veterans Affairs

Agency:Department of Veterans Affairs - Agency Wide

Job Announcement Number:NOL-13-782167-WBM-108

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


Thursday, January 3, 2013 to Thursday, January 24, 2013




Full Time - Excepted Service Permanent




1 vacancy in the following location:
New Orleans, LA United StatesView Map


US Citizens and Status Candidates


Vacancy Identification Number: 782167

Functional Statement is available for review in Human Resources Management.  This position is located in Business Operations Office, New Orleans, La.

Tour of Duty: Monday - Friday, 7:30 a.m. - 4:00 p.m.


  • Subject to background/suitability investigation


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Reviews and audits the accuracy of ICD-9-M, CPT-4 and HCPCS Codes appearing in the Southeast Louisiana Veterans Health Care System’s Outpatient clinic database, to include those entered by coders, entries unmanned areas and those appearing on bills. Performs data validation of encounter forms, PCE, ICD-9 and CPT coding in the Compliance Office.  Duties are associated with insuring that entries into VISTA are accurate, to include diagnostic and operative classification.  During reviews, focuses on the accuracy and completeness of current coding functions and if done in compliance with VA regulations and other regulatory directives as well as appropriate documentation to support the billing to third party payer.  Various studies/  monitors/reviews includes:  CPT coding to insure accuracy of ambulatory care procedural coding, quality assurance reviews, systematic internal review audits among the various departments and entities, special studies, and research projects required by staff members, VISN, and Headquarters as well as coordinating independent, external compliance reviews.  Develop and implement approaches to resolve problems identified and initiates training as appropriate.  Identifies/retrieves records for specific studies from computerized output reports.  Audit and monitor and oversee all reviews by the Compliance Office and meet deadlines agreed on by the Business Operations Office.


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VA Handbook 5005/15, Part II, Appendix G33


a. Citizenship. Citizen of the United States. (Non-citizens may be appointed when it is not possible to recruit qualified candidates in accordance with chapter 3, section A, paragraph 3g, this part.)

b. Education or Experience

(1) Experience

(a) Three years of experience in the field of medical records that included the preparation, maintenance, and management of medical records and health information systems. At least 1 year ofthis experience must be comparable to a GS-4 level position.

An associate's degree in the health information field plus 1year 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.


(2) Education. Education equivalent to a baccalaureate degree from an accredited university or college.


(3) Experience/Education Combination. Equivalent combinations of experience and education may be used to meet basic requirements.



(a) Experience. At least 1 year of experience at the next lower grade level that demonstrates the knowledge, skills, abilities, and other characteristics described at that level.


(b) Education. Education equivalent to 2 full years of progressively higher level graduate education or master’s or equivalent graduate degree from an accredited college or university in a field directly related to health information


(a) Experience. At least 1 year of experience comparable to the next lower grade level that demonstrates the KSAs described at that level.


(b) Education. 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.

PHYSICAL REQUIREMENTS:  Pre-employment Physical Required.

PROBATIONARY PERIOD:  This position requires completion of a 1-year probationary period, if not already served.

DRUG-FREE WORKPLACE: The VA has established a Drug-Free Federal Workplace Policy.  All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment.  Applicants who refuse to be tested will be denied employment with the VA for a period of six months.  This policy extends to random testing for the use of illegal drugs by employees who occupy testing designated positions defined as sensitive in Section 7(d) of Executive Order 12564. THIS IS CONSIDERED A DESIGNATED DRUG TESTING POSITION.

Time in Grade Requirements:  Time in grade is the 52-week requirement that Federal employees in competitive service General Schedule (GS) positions at GS-5 and above must serve before they are eligible for promotion (advancement) to the next grade level as appropriate for the position being filled.   

ENGLISH LANGUAGE PROFICIENCY: Proficiency in the English language is required for direct patient care positions.  (P.L. 95-201).


You will be evaluated based on the detailed information submitted in your resume that reflects your knowledge, skills, and ability necessary to meet the qualification of this position.  Although you are not required to submit essay-style responses to the individual KSAs specifically in your initial resume/application package, your resume should contain enough detailed information to reflect the fact that you possess the following KSAs:


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Benefits:  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, and participation in the Federal Employees Retirement System. In addition to the traditional "dollars and cents" benefits, we offer a range of benefits to help balance work and life.  For more information please visit us at the


PBI Interviews: Any interviws that may be conducted will utilize the Perfomormance Based Interviewing process (PBIs).  For mor information on the performance based interview process, see

Eligibles:  Agency Career Transition Assistance Plan (CTAP) and Interagency Career Transition Assistance Program (ICTAP).  Federal Employees seeking CTAP/ICTAP eligibility must submit proof that they meet the requirements of 5 CFR 330.605(a) CTAP and 5 CFR 330.704 for ICTAP. This includes a copy of the agency notice, a copy of their most recent Performance Rating and copy of their most recent SF50 noting current position, grade level, and duty location.  Please annotate your application to reflect that you are applying as a CTAP or ICTAP eligible.

Equal Employment Opportunity:  The United States Government does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, marital status, disability, age, membership in an employee organization or other non-merit factors.

Reasonable Accommodation:  Federal agencies provide reasonable accommodations to applicants with disabilities.  If you need accommodation for any part of the application process, contact the hiring agency.  The decision on granting reasonable accommodation will be on a case-by-case basis.


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How To Apply:  You must provide a complete Application Package:

1.  Resume' or VA Form 10-2850C - Application for Associated Health Occupations.

2.  A complete Occupational Questionnaire: View Occupational Questionnaire

3.  Additional Required Documents (see Required Documents in section below)

Applying Online:  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 occupational questionnaire.  Please ensure you click the Submit My Answers  button at the end of the process.  Applicants are urged to apply online; this process is easier, faster, and provides more information as applications are processed.

The complete Application Package must be submitted by 11:59 p.m. (EST) on  Thursday, January 24, 2013

To fax supporting documents you are unable to upload:

1.  Complete this cover page using the following Vacancy ID:  782167 

2.  Fax your documents to (478) 757-3144.

Note:  To return to a previously saved or incomplete application, simply reapply through your account in USAJOBS.  After applying, return to USAJOBS Login ( to see the status of your application, including any messages that may have been sent to you. 

Applying Via Fax: 

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
Fax the completed 1203FX form along with any supporting documents to (478) 757-3144.  Your 1203FX will serve as a cover page for your fax transmission.

After we receive your completed application package (including all required documents), your qualifications will be reviewed and assigned an initial rating.  We also review your application to make sure that your resume supports the answers given in the questionnaire.  If your resume does not support your questionnaire answers, we will adjust your rating accordingly.  Based on your ranking or numerical score, you may be referred to the hiring manager for further consideration and possible interview.  You will be notified when your rating is determined.


  1. Resume or Application for Associated Health Occupations (VA Form 10-2850c). Your resume must contain dates of employment (MM/YY)and hours worked per week.  Failure to provide all requested information may prevent us from giving you credit for experience.
  2. Response to the questionnaire.
  3. Copy of your transcript (if you are using education to qualify).
  4. Latest SF-50 (current and former federal employees),if applicable.
  5. Member 4 copy of your DD-214, SF-15 if claiming 10pt preference and VA disability award letter (for Veterans), if applicable.



Deborah H. Jones
Phone: (504)558-1412
Agency Information:
VHA New Orleans HCS
Department of Veteran Affairs
Southeast LA Veteran HC Sys 1555 Poydras
Suite 1300
New Orleans, LA


Once your complete application is received, we will conduct an evaluation of your qualifications and determine your eligibility. The qualified candidates will be referred to the selecting official for further consideration and interview.

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