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 Administrator

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:VHA-618-13-WT-VU871423

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

The contents of the announcement can still be viewed.


$33,181.00 to $79,073.00 / Per Year


Monday, April 08, 2013 to Friday, April 26, 2013




Full Time - Excepted Service Permanent


1 vacancy in the following location:
Minneapolis, MN United StatesView Map


Current permanent Minneapolis VA Health Care System employees including Community Based Outpatient Clinics and Veterans Canteen Service employees.


The Medical Record Administrator position serves as a  Medical Records Administrator Supervisor for Outpatient/Surgery Coding and is located in the Business Office, Health Information Management Section (HIMS), at the Minneapolis VA Health Care System, part of the Veterans Integrated Service Network, VISN 23, in Minneapolis, Minnesota.

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?


The Minneapolis VA Health Care System (MVAHCS) is a teaching hospital providing a full range of patient care services with state-of-the-art technology, as well as education and research. Comprehensive health care is provided through primary care, tertiary care and long-term care in areas of medicine, surgery, psychiatry, physical medicine and rehabilitation, neurology, oncology, dentistry, geriatrics and extended care.


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 and leadership positions 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


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., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more.



  • You must be a U.S. citizen to apply for this position
  • English Language Proficiency is required
  • Background and-or Security Investigation required


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The Supervisory Medical Records Administrator provides technical advice, planning, and evaluation about coding, documentation, data capture, vesting and quality management of the section.  Duties include, but are not limited to, the following:

·         Ensure accurate coding for all outpatient billable encounters, surgery, inpatient professional.

·         Provide guidance concerning coding and data capture policies, procedures, standards, changes, guidelines.

·         Participate in encounter development/revisions for accurate data collection.

·         Plan, develop, implement, coordinate, control, evaluate and adjust program activities.

·         Monitoring quality and quantity of work.

·         Provide training,develop appropriate standards, monitor, enforce delegating authority appropriately, evaluate staff and complete performance appraisals.


Work Schedule: Monday-Friday, 8:00am to 4:30pm
Position Description Title/PD#: Medical Record Administrator/#000000
Relocation Expenses: Relocation expenses are not authorized for this position. 

Promotion Potential: The full performance level of this vacancy is GS-11.  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.  Selection at a lower grade level does not guarantee promotion to the full performance level.  


Probationary Period: May be required to serve a one-year probation period.

Bargaining Unit Position: Yes

Fair Labor Standards Act (FLSA) Status: Non-Exempt


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Applicants must meet the minimum qualification requirements as stated in VA Handbook 5005/15, Part II, Appendix G33, Medical Record Administrator Qualification Standard, dated March 17, 2006 which is available online at  or at your local Human Resources Office.


BASIC REQUIREMENTS:  To qualify for this position, applicants must meet all requirements by Friday, April 26, 2013. 

U.S. citizenship-Applicants must be a United States Citizen through birth or naturalization.

English Language Proficiency-Applicants must be proficient in written and spoken English to serve in a direct patient-care capacity in the Veterans Health Administration.

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 one 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;


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


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


GS-5 (Entry Level)

Experience or Education: None beyond the basic requirements.

Assignment:  Employees at this grade level serve in an MRA career development position under close supervision.


GS-7 (Developmental Level)

Experience or Education:  In addition to the basic requirements, at least 1 year of experience comparable to the next lower grade level;


Advanced Entry Level Placement:  Applicants who meet all qualification requirements for the GS-5 grade level may be appointed at the GS-7 grade level if they possess one of the following:

(1) Bachelor’s degree from an accredited college or university in a major field of study related to the Title 38 Hybrid occupation, including those occupations that have a positive education requirement.

(2) Bachelor’s degree from an accredited college or university unrelated to the Title 38 Hybrid occupation that included or was supplemented by at least one of the following:

    (a) At least 30 semester hours (or at least the same number of hours required by the educational institution for a major field) of directly related, upper level undergraduate courses (e.g., at least 200-course level or higher, or as identified by the college or university) for the hybrid occupation, or one full year of graduate level coursework (typically at least 15-18 semester hours) for the hybrid occupation; or

    (b) Directly related practicum/internship in the hybrid occupation, either included in the degree or post-degree; or

    (c) Directly related certification/licensure/registration for the hybrid occupation.

(3) Bachelor’s degree from an accredited college or university, with an exemplary academic record as demonstrated by at least one of the following:

    (a) Class Standing: Applicants must be in the upper third of the graduating class in the college, university, or major subdivision, such as the College of Liberal Arts or the School of Business Administration, based on completed courses.

    (b) Grade-Point Average (GPA): Applicants must have a grade-point average of:

          1. 3.0 or higher out of a possible 4.0 ("B" or better) as recorded on their official transcript, or as computed based on 4 years of education, or as computed based on courses completed during the final 2 years of the curriculum; or

          2. 3.5 or higher out of a possible 4.0 ("B+" or better) based on the average of the required courses completed in the major field or the required courses in the major field completed during the final 2 years of the curriculum.

    (c) Election to Membership in a National Scholastic Honor Society: Applicants can be considered eligible based on membership in one of the national scholastic honor societies. These honor societies are listed in the Association of College Honor Societies: Booklet of Information (1992-95) and/or Baird's Manual of American College Fraternities (1991). Membership in a freshman honor society cannot be used to meet the requirements of this provision.

Candidates must demonstrate the KSAs below:

1. Comprehensive understanding of clinical classification systems and nomenclatures.

2. Ability to provide advisory and technical expertise on a range of health information management/medical record issues to staff, management, and the general public.

3. Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis.

4. Knowledge of and ability to use and evaluate software programs and information systems relative to health information services.

5. Knowledge of anatomy, pathophysiology, and medical terminology.

Assignment:  Employees at this level typically serve in an MRA career development position under the supervision of higher level MRAs and are provided ongoing guidance in day-to-day assignments.


GS-9 (Developmental Level)

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. In addition, the candidate must demonstrate the following KSAs:


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.

Candidates must demonstrate the KSAs below:

1. 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);

2. 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.;

3. 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;

4. 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.;

Assignment:  At the GS-9 grade level, individuals may be assigned to advisory, consultative, supervisory, or non-supervisory positions in a health information department or other organizational entity requiring health information management competencies.


GS-11 (Full Performance Level)

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:


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.

Candidates must demonstrate the KSAs below:

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;

Assignment:  This is considered the full performance level for non-supervisory positions. Employees may 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.


PHYSICAL REQUIREMENTS:  Eligible applicants must be physically and mentally able to perform efficiently the essential functions of the position, with or without reasonable accommodation, without hazard to themselves or others.  Depending on the essential duties of a specific position, usable vision, color vision, hearing, or speech may be required.  However, in most cases, a specific physical condition or impairment will not automatically disqualify an applicant for appointment.  The loss or impairment of a specific function may be compensated for by the satisfactory use of a prosthesis or mechanical aid.


If you are referred for consideration, you may be asked to submit additional job related information, which may include, but is not limited to: responses to the knowledge, skills and abilities; completion of a work sample; and/or contact for an interview.


IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. If your resume/application does not support your questionnaire answers, we will not allow credit for your response(s).


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.  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.


Foreign education:  Applicants may submit an evaluation of the coursework from an organization recognized for accreditation by the Department of Education that shows that the coursework is equivalent to that gained in an accredited U.S. college or university. It is the applicant's responsibility to provide such evidence when applying for Federal jobs.

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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VA offers a comprehensive benefits package.  This link provides is an overview of the benefits currently offered:


VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies.  This position may be authorized for telework.  Telework eligibility will be discussed during the interview process.


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 employee's 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.  Such credit must be requested and approved prior to the appointment date and is not guaranteed.


Placement Policy:   The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion.  The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement.  Management may use any one or any combination of these methods to fill the position.


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


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To apply for this position, you must provide a complete Application Package (See “Required Documents” section below).  The complete Application Package must be submitted by 11:59 PM (EST) on Friday, April 26, 2013.


To begin the process, click the Apply Online button at the bottom of this screen to create an account or log in to your existing USAJOBS account. Be sure to upload the required documents before you submit your application.  Please ensure you click the Submit My Answers button at the end of the process.  Mailed/emailed applications will not be accepted.


To change or update your application, simply reapply through My USAJOBS, before the closing date.  To check the status of your application, log into your USAJOBS account (, select Application Status and click on the more information link under the application status for this position. 


If you cannot apply online: you will need to complete the Occupational Questionnaire (View Occupational Questionnaire) by submitting your answers on the 1203FX form ( and faxing the completed form with all supporting documents to (478)757-3144. The 1203FX form will serve as a cover page for your fax transmission. Keep a copy of your fax receipt in case verification is needed.


To fax supporting documents you are unable to upload: Complete the following cover page using 783272.  You must use this fax cover sheet in order for your documents to be matched with your online application. Fax your documents to (478)757-3144. Keep a copy of your fax receipt in case verification is needed.


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.


You must provide a complete Application Package which includes:

  1. CV or Resume (Required).
  2. VA Form 10-2850c - Application for Associated Health Occupations (Available at (Required).
  3. Occupational Questionnaire (Required).
  4. Transcripts - If basing part or all of your qualifications on experience. (Required).
  5. Federal EMPLOYEES MUST include latest SF-50 - Notification of Personnel Action. (Required).



Brenda Stickler
Phone: (612)725-2000x1716
Agency Information:
VHA Minneapolis HCS
One Veterans Drive
Minneapolis, MN


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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