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 Technician-Coder

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:VHA-565-13-SQ836787-KSM

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

The contents of the announcement can still be viewed.


$27,990.00 to $55,844.00 / Per Year


Thursday, February 14, 2013 to Friday, March 08, 2013




Full Time - Permanent




1 vacancy in the following location:
Wilmington, NC United StatesView Map


US Citizens and Status Candidates


Vacancy Identification Number (VIN): 836787 

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?


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.

NOTE:  The full performance level of this vacancy is GS-8.  The actual grade at which an applicant may be selected for this vacancy is in the range of GS-4 to GS-8.  The Professional Standards Board (a peer-review group) will review the selected candidate’s education and experience 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.

Special Employment Consideration:  VA encourages persons with disabilities to apply.


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


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The duties of the position include but are not limited to: selecting and assigning codes from the current version of several coding systems to include the International Classification of Diseases-Clinical Modification (ICD-9-CM), Diagnostic and Statistical Manual of Mental Disorders (DSM-IV-TR), Current Procedural Terminology (CPT), and HCPCs; classifying patients under the Veterans Equitable Resource Allocation (VERA) program that categorizes all VA patients into specific classes representing their clinical conditions and resource needs; educating facility staff on documentation requirements to completely and accurately reflect the patient care provided; directly consulting with the professional staff for clarification of conflicting or ambiguous clinical data; correcting any identified data errors or inconsistencies in a timely manner to ensure acceptance in the national VA database within established timelines; demonstrating superior knowledge in the use of medical record applications (CPRS, VistA) and expertly navigates QuadraMed Encoder Suite; nCoderMD and associated features; works within a team environment.

Relocation Expenses: Relocation expenses are not authorized for this position.


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  • U.S. citizenship.  
  • Successful completion of an associate’s degree with a major field of study in medical record technology/health information technology which was accredited by the American Health Information Management Association (AHIMA) at the time the program was completed.

  • Two years of experience that demonstrates the applicant’s ability to perform the work, or provides familiarity with the work.  Six months of the required 2 years of experience must have provided the knowledge, skills, abilities, and other characteristics (KSAs) needed to perform MRT work.



      (a)  Experience or Education.  None beyond basic requirements.

      (b)  Demonstrated Knowledge, Skills, and Abilities

     1.  Basic knowledge of medical terminology;

     2.  Basic knowledge of disease processes and human anatomy;

     3.  Basic knowledge of medical record/health information guidelines, techniques, and   procedures;

     4.  Knowledge of the medical and legal significance of medical records.


            (a)  Experience.  In addition to the basic requirements, at least 1 year of experience at the next lower grade level and must fully meet the KSAs at that level.  In addition, the candidate must demonstrate the following KSAs:


      (b)  Education.  Successful completion of a baccalaureate degree from an accredited college or university with a major field of study in medical record technology/health information technology or a related degree with courses related to medical record technology sufficient to evidence the core competencies identified.

      (c)  Demonstrated Knowledge, Skills, and Abilities

     1.  Ability to apply knowledge of medical terminology, human anatomy/pathophysiology, and disease processes sufficient to appropriately file, locate, and disclose health information;

     2.  Ability to correctly apply a practical knowledge of laws and regulations related to the confidentiality of health information and the release of information from medical records;

     3.  Knowledge of the internal organization of medical records and medical record references and procedures as appropriate to the position. 

          4.  Ability to use health information software appropriate to the position, such as the electronic patient record, record tracking systems, chart deficiency systems, coding and abstracting systems, release of information systems, document scanning technology, electronic spreadsheets, transcription systems, encoder products, electronic encounter forms, database software, etc. 


     (a)  Experience.  One year of experience comparable to the next lower level and must fully meet the KSAs at that level. In addition, the candidate must demonstrate the following KSAs:

     (b)  Demonstrated Knowledge, Skills and Abilities

     1.  Ability to apply knowledge of medical terminology, human anatomy/pathophysiology, and disease processes to fully understand the content of a patient record;

     2.  Ability to navigate efficiently through the paper and electronic medical record to find needed information;

     3.  Skill in interpreting and adapting health information guidelines that are not completely applicable to the work or have gaps in specificity and ability to use judgment in completing assignments with incomplete or inadequate guidelines;

     4.  If assigned to medical record analysis, ability to judge whether medical records contain sufficient information for regulatory requirements; are acceptable as legal documents; are adequate for continuity of patient care; and support education and research needs.  This includes the ability to take appropriate actions if medical record contents are not adequate; accurate, timely, and/or reliable; 

     5.  Ability to apply laws and regulations on the confidentiality of health information (e.g., Privacy Act, Freedom of Information Act, Health Insurance Portability and Accountability Act (HIPAA);

     6.  If assigned to a tumor registry position, ability to apply guidelines and standards for the maintenance of an approved tumor registry; and

     7.  If assigned to a medical coding position, comprehensive knowledge of classification systems, such as current versions of International Classification of Diseases (ICD), Current Procedural Technology (CPT), the Systematized Nomenclature of Medicine (SNOMED) or Healthcare Common Procedure Coding System (HCPCS), and skill in applying coding knowledge. 


          (a)  Experience.  One year of experience comparable to the next lower grade level and must fully meet the KSAs at that level including those for tumor registry or coder assignments if applicable.  In addition, the candidate must demonstrate the following KSAs:

Medical Record Technician Coding Positions.   Medical coding assignments at this grade level represent the advanced developmental level leading to the full performance level.  It is expected that the medical coder will do more than validate code assignments made by clinical staff, but will have the skill to make independent judgment in selection of codes based on medical documentation and personal coding knowledge and skill.  Reviewing codes selected by physicians/ health care providers or reviewing entries on an encounter form or superbill is not considered comprehensive coding and, without the demonstration of additional skills, is not acceptable to achieve this level.  Since coding rules are specific to individual classification systems, knowledge of coding systems other than the one utilized in the position for which the individual is being boarded does not automatically meet the requirements of the position.  Generally, to receive credit for experience, the coder should have performed the type of coding specified as a significant portion of duties on a regular and recurring basis, and provide evidence of the core competencies identified.

      a.  Demonstrated Knowledge, Skills, and Abilities


     (1)  Knowledge of classification systems, such as current versions of ICD, CPT, SNOMED or HCPCS, and skill in applying coding knowledge to a wide range of specialty areas;

     (2)  Knowledge of Joint Commission on Accreditation of Healthcare Organizations (JCAHO) as well as Medicare/Centers for Medicare & Medicaid Services (CMS) and/or VHA medical record documentation requirements;

     (3)  Ability to communicate with clinical staff on coding and documentation issues such as recording inpatient and outpatient diagnoses and procedures, the use of encounter forms, the correct sequencing of diagnoses/ procedures, and/or the relationship between health care documentation and code assignment;

     (4)  Ability to research and solve complex questions related to coding and documentation, such as adequate health information documentation, coding, billing, resident supervision, etc.; and

     (5)  Skill in reviewing and correcting system or processing errors, reviewing transmission reports, and ensuring all assigned episodes are complete and accurate as appropriate to the duties assigned.


          (a)  Experience.  One year of experience comparable to the next lower grade level for the appropriate assignment area and must fully meet the KSAs at that level.

Medical Record Technician (Medical Coder) Positions.  This is considered to be the full performance level for this assignment.  Certification at this grade level is highly desired.  In addition, the candidate must demonstrate the following KSAs:

      a.  Demonstrated Knowledge, Skills, and Abilities

     (1)  Ability to analyze the medical record to identify all pertinent diagnoses and procedures for coding, and to evaluate the adequacy of the documentation.  This includes the ability to read and understand the content of the medical record, the terminology, the significance of the comments, and the disease process/pathophysiology of the patient;

     (2)  Skill in reviewing medical record documentation and assigning current versions of the classification systems required in the current position, such as ICD and CPT; and

          (3)  Advanced knowledge of the full scope of coding and abstracting including inpatient discharges, surgical cases, diagnostic studies and procedures, outpatient encounters, and inpatient professional fees for a highly diversified range of specialties and subspecialties, such as orthopedics, neurosurgery, cardiology, gastroenterology, plastic surgery, spinal cord injury, blind rehabilitation, anesthesia, acute and long term psychiatry including addiction treatment, hospice, ambulatory surgery, and other types of care.


References : VA Handbook 5005 at (also available in the local Human Resources Office).

PHYSICAL REQUIREMENTS:  Work is generally sedentary in nature.  Work is generally performed within an office environment, with standard office equipment available.

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: 836787.  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, March 08, 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. If prior military service, include all copies of your DD Forms 214 or proof of service (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  
  5. If currently employed in the VA system, include latest SF-50 - Notification of Personnel Action. (required).
  6. Copy of transcripts to verify education claimed. Unofficial transcripts are acceptable for the inital application. (required)


Kiera S. Miles
Phone: (910)488-2120x7365
Fax: (910)822-7937
Agency Information:
VHA Fayetteville NC VAMC
Department of Veterans Affairs
2300 Ramsey Street Bldg 6
Fayetteville, NC
28301 Fax: (910)822-7937


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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