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This Position Is No Longer Available

Job Title:  Medical Record Administrator (Coding Supervisor, Health Administration Service)
Department:  Department Of Veterans Affairs
Agency:  Veterans Affairs, Veterans Health Administration
Job Announcement Number:  VHA-558-13-DU835741-LCK

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

The contents of the announcement can still be viewed.
$56,158.00 to $76,902.00 / Per Year
Monday, February 04, 2013 to Thursday, February 14, 2013
Full Time - Permanent
1 vacancy in the following location:
Durham, NC United StatesView Map
United States Citizens


Vacancy Identification Number (VIN): 835741 (Include # on all documents)

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.

VA professionals feel good about their careers and their ability to balance work and home life. VA offers generous paid time off and a variety of predictable and flexible scheduling opportunities.  For more information on the Department of Veterans Affairs, go to .  


NOTE: The full performance level of this vacancy is GS-11. The actual grade at which an applicant may be selected for this vacancy is GS-11. The Professional Standards Board (a peer-review group) will review the selected candidate’s qualifications and recommend the grade and step at which the candidate will be placed. The salary is based on the grade and step approved for the selected candidate.

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.



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


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This position is located in the Health Information Management Section of Health Administration Service (HAS) at the Durham VA Medical Center.  The Health Information Manager (HIM) at this level is considered the Supervisor of Coding in a multi-level care medical center.  The duties and responsibilities are carried out throughout the facility center including all administrative and clinical areas involved with the service.  Works closely with the supervisory staff of the HIM Section, the Clinical Documentation Specialist, Coding Data Validator, Automated Data Processing Applications Coordinator (ADPAC)), Clinical Applications Coordinators (CAC), Medical Care Cost Recovery (MCCR) section staff as well as other service care line managers and employees within the facility.

II. Functions:

Incumbent serves as overseer and coordinator of the HIM Coding Program.  Functions as technical expert in documentation requirements for correct code assignment and resident supervision.  Incumbent will contribute to the organization’s mission and goals by assisting in the planning, development, implementation, and maintenance of a facility-wide coding compliance program.  Performs duties under the direction of the Chief of Health Information Section (CHIM) and serves as a primary source to HAS and all clinical services/sections for Diagnosis Related Group (DRG), Ambulatory Payment Classifications (APC), as well as other disease and procedure classification systems.  Keeps abreast of regulatory changes affecting code assignment, required by the Health Care Financing Administration (HCFA).  Applies current Uniform Hospital Discharge Data Set (UHDDS) definitions for code assignment.  Maintains continuous monitors to ensure that Patient Treatment File (PTF) transactions, Patient Care Encounters (PCE), monthly closeout, annual patient census, as well as other recurring special data collection projects delegated by the facility.  VHA Headquarters reports/requests are submitted in an accurate and timely manner. 

Assists in coordination of the Veterans Equitable Resource Allocation (VERA) Patient Classification Program as directed by CHIM.  Provides guidance on documentation requirements for correct patient workload capture and code assignment for determination of vesting status. 

Incumbent makes final determinations on the use and submission of ICD-9-CM and CPT-4 codes used to record new diagnostic terms, treatments, drugs, procedures, and therapies for which no reference of precedent is available.  Confers with members of the medical/professional staff to obtain their clinical input in order to make final determinations.  Determines training needs, format, and schedule in order to conduct courses on both quantitative/qualitative analysis of coding assignment.  Monitors and reviews coding assignment by coding personnel, the ranking of diagnoses recorded by medical staff.  Teams with  the Coding Data Validator to develop and conduct ongoing training for clinical staff related to documentation, resident supervision, progress note template usage, encounter forms, code assignment and provides follow-up training and consultation where problem areas are noted. 

Incumbent extracts and presents pertinent data to appropriate clinical staff and management in both narrative and graphical format on a recurring basis, and presents techniques, procedures, and processes for correction of areas of inefficiency.  Performs recurrent and retrospective DRG, Compliance and Business Integrity, and Minimum Data Set (MDS) audits.  Maintains accurate statistical reports of reimbursement gained for reporting purposes, and prepares appropriate management reports.

Incumbent is responsible for determining staffing patterns for the section and reassigning personnel to meet changing conditions.  Advises medical staff, management, and others regarding Joint Commission on Accreditation of Healthcare Organizations (JCAHO), Veterans Integrated Service Networks (VISN), Veterans Affairs (VA) and medical/legal requirements for health records. Identifies unusual trends and potential problems, brings them to management's attention with plans and recommendations for improved services.  Assures that the work of the coding staff is at an appropriate accuracy, quality, and productivity level. 

Develops policies and procedures to comply with new and/or changed agency programs such as Correct Coding Initiatives (CCI), Compliance and Business Integrity (CBI), Reasonable Charges, Patient Financial Services System (PFSS), eMRA, Resident Supervision and others.

Participates in various activities related to Utilization Review (UR), Quality Management (QM)/Performance Improvement programs, Data Validation, Advanced Clinic Access (ACA), and clinical research.

Works closely with Nursing Home Care Unit (NHCU) managers to ensure that MDS standards are met.  Assists in performing monitors for accurate NHCU documentation, data capture, and coding.

Participates in facility committees and subcommittees related to health                information and provides technical advice when necessary.  Participates in training related to VHA Healthcare Information Systems such as VistA, CPRS and other software packages as they relate to HIM job functions.

III. Supervisory Controls:

Incumbent is directly responsible to the Chief, Health Information Management Section who gives general objectives.  Incumbent exercises independent judgment in carrying out duties and responsibilities and has complete authority to plan, design and direct the coding program; recommendations and/or technical decisions made by employee are not reviewed.  Employee operates within context of overall agency policy and agency goals. Supervision is performed in relation to outcome and accomplishment to policy requirements


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 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 of this experience must be comparable to a GS-4 level position.

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.


 (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.

 c.  Grandfathering Provision.   The following is the standard grandfathering policy for all Title 38 hybrid qualification standards.  Some of these provisions may not apply to this occupation.  Please carefully review the qualification standard to determine the specific education and/or licensure/certification/ registration requirements that apply to this occupation.

All persons employed in VHA in this occupation on the effective date of this qualification standard are considered to have met all qualification requirements for the title, series and grade held, including positive education and licensure/certification/registration that are part of the basic requirements of the occupation.  For employees who do not meet all the basic requirements required in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply:

Such employees in an occupation that does not require a licensure/certification/registration, may be reassigned, promoted, or demoted within the occupation.

Such employees in an occupation that requires a licensure/certification/registration, may be reassigned, promoted up to and including the full performance (journey) level, or demoted within the occupation, but may not be promoted beyond the journey level or placed in supervisory or managerial positions.

Such employees in an occupation that requires a licensure/certification/registration only at higher grade levels must meet the licensure/certification/registration requirement before they can be promoted to those higher grade levels.

Employees who are 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.

Employees initially grandfathered into this occupation, who subsequently obtain additional education and/or licensure/certification/registration that meet all the basic requirements of this qualification standard must maintain the required credentials as a condition of employment in the occupation.

If an employee who was retained in an occupation listed in 38 U.S.C. § 7401(3) under this provision leaves that occupation, the employee loses protected status and must meet the full VA qualification standard requirements in effect at the time of reentry to the occupation.

 d.  Physical Requirements.  See VA Directive and Handbook 5019.

 e.  English Language Proficiency.  MRAs must be proficient in spoken and written English in accordance with chapter 2, section D, paragraph 5a, this part.


 a.  Definitions

 (1)  Creditable Experience

 (a)  Knowledge of Current Medical Record Administration Practices.  To be creditable, experience must have required the use of knowledge, skills, abilities, and other characteristics (also referred to as “core competencies”) associated with current health information practice.  This knowledge may be evidenced by one or more of the following:

 1.  The equivalent of 1 year of active practice in the health information management field that included knowledge of the content and uses of health records, computerized information systems, and disease and procedural indices; ability to apply the concepts, principles and practices of health information administration; ability to apply knowledge of anatomy, pathophysiology, and medical terminology to health information management functions.


 2.  Maintenance/possession of an active credential from AHIMA as a Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT);


 3.  Successful completion of academic course work leading to an advanced degree in health information management or a related field.

 (2)  Quality of Experience.  Experience is only creditable if it is in health information management and is directly related to the position to be filled or in a related field, such as quality assurance, Health Insurance Portability & Accountability Act (HIPAA) privacy, or electronic medical record implementation.  Qualifying experience must also be at a level and complexity comparable to medical record management experience at the next lower grade level.  Registration is offered by AHIMA as a Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) and is highly desirable.

 (3)  Part-Time Experience.  Part-time experience as a medical record administrator is creditable according to its relationship to full-time workweek.  For example, an MRA would receive 1 week of full-time credit for each 2 weeks of half-time work.

 b.  Grade Determinations.  In addition to the basic requirements for employment, the following criteria must be met when determining the grade of candidates.

 (3)  GS-11

 (a)  Experience.  At least 1 year of experience comparable to the next lower grade level that demonstrates the KSAs described at that level.  In addition, the candidate must demonstrate the following KSAs:


 (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.

 (c)  Demonstrated Knowledges, Skills, and Abilities

 1.  Skill in project management and process improvement, which includes the ability to develop new or improved solutions to complex technical problems in health information management;

 2.  Ability to advise management and staff about adequate medical record documentation, health information services, and/or computerized patient records based on current statutes and standards;

 3.  Ability to plan for, justify, test, assess, and/or advise about the use of current and future software programs or information systems, implement and integrate such products into current health information management processes, and recommend changes in policies or procedures;

 4.  Ability to interpret, implement, and apply knowledge of privacy and confidentiality requirements affecting individual patient/protected health information;

 5.  Demonstrated comprehensive knowledge of medical and legal requirements related to both paper and electronic medical records;

 6.  Ability to communicate and negotiate with professionals in higher level positions;

 7.  If the position is supervisory in nature, ability to plan, develop, direct, and evaluate health information or related functions;

 8.  If the position is supervisory in nature, ability to successfully apply principles and techniques of sound human resources management; and

 9.  If the position is supervisory in nature, skill in administrative management, i.e., budgeting, contracting, procurement, and property management.

 (d)  Assignments.  This is considered the full performance level for non-supervisory positions.  Individuals at the GS-11 level may be assigned supervisory and program management responsibilities at smaller medical centers where the clinical program does not include a wide range of acute care activities and where the medical records unit staff is predominately Medical Record Technicians.  Employees may also be assigned supervisory and program responsibilities for a portion of the medical records program at medium to complex medical centers that provide a wide range of acute care activities but where a higher graded Medical Record Administrator has overall program responsibilities.



References :  VA Handbook 5005 available in the local Human Resources Office and OPM Group Coverage Qualification Standard for Professional and Scientific Positions at ]

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.  Applicants must, therefore, only report 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 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.


Your salary and grade will be determined by the Professional Standards Board (PSB).  The PSB is a peer review process.  The PSB will review your individual qualifications, education, professional training/internship(s) and professional experience to determine the most appropriate salary and grade based on your individual accomplishments.


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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.   This form can be found at Please also include a copy of the OF306

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: 835741.  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 Thursday, February 14, 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. Copy of Transcripts (Does not need be offical copy) (required)
  4. Occupational Questionnaire
  5. Optional Form 306 - Declaration for Federal Employment (Available at This is a required form and must be submitted with your application.
  6. If prior military service, include all copies of your DD214 (Member 4 Copy) (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) .
  7. If currently employed in the VA system, include latest SF-50 - Notification of Personnel Action. (required).


Lorraine C. Kath
Phone: (919)286-0411x4941
Agency Information:
Thank You, NC


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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