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

Job Title:Supervisory, Medical Record Administrator (Assistant Chief HIMS) GS-669-12

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:HP-646-13-AS880144

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

The contents of the announcement can still be viewed.


$70,141.00 to $91,182.00 / Per Year


Wednesday, May 01, 2013 to Monday, May 20, 2013




Full Time - Excepted Service Permanent




1 vacancy in the following location:
Pittsburgh Metro Area, PA United States


United States Citizens


Vacancy Identification Number (VIN): 880144 

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?


This vacancy is advertised at the single grade at which this position will be filled above the full performance level. 


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 Professional Standards Board (a peer-review group) will review the selected candidate's education and experience and recommend the step at which the candidate will be placed in that specific grade.  The salary is based on the grade and step approved for the selected candidate. 


AREA OF CONSIDERATION:  United States Citizens


VA encourages persons with disabilities to apply


Note:  The incumbent will be assigned to the H.J. Heinz facility, but may be required to perform duties at any of the facilities (University Drive, Highland Drive, H.J. Heinz) of the VA Pittsburgh Healthcare System.


  • U. S. Citizenship
  • Must pass pre-employment examination
  • English Language Proficiency required
  • Background and-or Security Investigation required
  • New Appointees will be required to serve a 1-year probationary period


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MAJOR DUTIES:  THIS IS NOT AN ENTRY-LEVEL POSITION.  The incumbent serves as the Assistant Chief, Health Information Management Service and Coding Supervisor.  The incumbent is a Registered Health Information Administrator or Registered Health Information Technician who is charged with full responsibility, both technical and administrative, for the daily operation of the Health Information Management Service (HIMS) which consists of all functions of medical record activities related to coding, analyzing, release of information, transcription, file room, registries, records review and scanning programs, with particular emphasis on the planning, development, implementation and maintenance of a system-wide coding program.  The incumbent will also provide coding expertise to facility personnel and will be responsible for monitoring regulatory coding changes for timely and accurate implementation, performing ongoing compliance coding and documentation education, and administering productivity standards.  The incumbent will also provide expertise, guidance and direction and has responsibilities relative to providing supervision, administrative support, coordination, and technical assistance in the planning, development and maintenance of an effective, comprehensive, and integrated HIM Program at this Medical Center.  This position assists the HIMS Program Manager in the planning, directing, policy making, organizing and controlling the activities of this department and serves as acting Chief, HIMS in the absence of the HIMS Program Manager.  As a technical expert in health information related matters, provides advice and guidance on a medical records program(s) in relation to such issues as documentation requirements, liability issues, advance directives, informed consent, patient privacy, confidentiality, and reporting, etc.  Acts as an advisor to upper management on all aspects of the Medical Record Programs including a wide variety of medico-legal issues.  Completes internal quality assurance reviews to ensure employee performance, and that work produced meets quality and quantity standards.  Compiles, reviews, abstracts, analyzes, and interprets medical/legal data incidental to a variety of patient care and treatment activities.  Serves as the electronic medical records liaison in the implementation of automated clinical applications pertaining to the electronic medical record.  Incumbent plans and carries out assignments and handles problems and deviations using established policies, instructions, and accepted practices.  Incumbent attends educational seminars on regulatory coding and compliance issues while continuing to audit and provide education.  Evaluates the Patient Treatment File (PTF) data validation program providing analysis and recommendations for corrective action.  Coordinates and updates the Quality Management program including medical record audits.  Provides administrative support to the HIMS Program Manager by aiding in the selection, training and evaluation of section employees.  Acts independently to plan, organize, direct and control all aspects of the inpatient and outpatient coding services, with responsibility for the daily planning, coordinating and scheduling of the coding unit.  Incumbent is responsible for ensuring a coding program has been developed, implemented and maintained.  Responsible for data validation monitors and reviews reports for coding personnel education efforts.  Responsible for informing coders of new laws and regulations and monitoring compliance with those standards.  Provides technical guidance to the unit supervisors and lead clerks while providing support of each unit in the absence of the section supervisor.  Provides expertise in the area of subpoenas, court orders, advance directives, Privacy Act, Freedom of Information Act, and general release of information.  Work is of an analytical, evaluative, and creative nature, and the incumbent is responsible for keeping abreast of changes that are constantly being made in the health information field.   


TOUR OF DUTY:  8:00 AM-4:30 PM, Monday-Friday 

Telework:  Position is not eligible



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SUPERVISORY/MANAGERIAL PROBATIONARY PERIOD:  Selectee will be subject to the requirements for satisfactory completion of a one-year probationary period for an initial assignment to a supervisory/manager position, unless previously satisfied. 



  • U.S. Citizenship-U.S Citizenship is required (Noncitizens may be appointed when it is not possible to recruit qualified citizens.  
  • English Language Proficiency-Applicants appointed to direct patient care positions must be proficient in spoken and written English.
  • Physical Standards-Must meet the physical standards established for this position.
  • Education or Experience


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


Experience-Three (3) 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. 


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



In addition to meeting the basic requirements for employment, the following criteria must be met when determining the grade of candidates: 

GS-12: (a) Experience.  At least 1 year of experience comparable to the next lower grade level (GS-11) that demonstrates the KSAs (see below) described at that level.  In addition, the candidate must demonstrate the following professional KSAs and demonstrate the potential to acquire the assignment specific KSAs indicated by an asterisk (*): 1)  Ability to identify, define, and resolve managerial, administrative, and computerized medical record problems associated with unique, underdeveloped, and controversial aspects of medical record management; *2) Skill in developing new policies and procedures for administering electronic medical record programs in order to improve program effectiveness and/or apply newly developed programs or theories to problems that require new approaches; 3) Ability to understand computerized patient record data systems that are meaningful to the medical center as a whole; *4) Ability to teach new and continuing users in electronic health record and health data systems as appropriate to the current assignment; *5) Ability to manage assigned resources; *6) Ability to provide the full range of supervisory duties which would include assignment of work; completing performance evaluations; selection of staff; and recommendation of awards, advancements, and, when appropriate, disciplinary actions.   

GS-11 KSAs:  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) Ability to plan, develop, direct, and evaluate health information or related functions; 8: Ability to successfully apply principles and techniques of sound human resources management; 9) Skill in administrative management, i.e., budgeting, contracting, procurement, and property management.  


Credible Experience (a) Knowledge of Current Medical Record Administration Practices.  To be credible, experience must have required the use of knowledge, skills, abilities, and other characteristics 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 practice of health information administration; ability to apply knowledge of anatomy, pathophysiology, and medical terminology to health information management functions; OR, (2) Maintenance/possession of an active credential from AHIMA as a Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT); OR, (3) successful completion of academic course work leading to an advanced degree in health information management or a related field. 

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 records 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.




Selectee will be required to provide a narrative description of experience, education and training as related to each KSA, submitted to the Professional Standards Board for determining grade/salary.


References : VA Handbook 5005 at


PHYSICAL REQUIREMENTS:  Work is generally sedentary, working predominantly with the computer terminal, but standing and bending are required, with filing or pulling records and materials.

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 apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section below.

The complete application package must be submitted by 11:59 PM (EST) on Monday, May 20, 2013 to receive consideration.
  1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire View Occupational Questionnaire 
  2. Click the Submit My Answers button to submit your application package.
It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.  

To verify your application is complete, log into your USAJOBS account,, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application.  Your uploaded documents may take several hours to clear the virus scan process.

To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement.  You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.


You must provide a complete Application Package which includes:

  1. CV or Resume. Evidence of experience must be supported by detailed documentation of duties performed.  Information such as hours per week and starting/ending dates of employment (month and year) to establish year(s) of experience.
  2. VA Form 10-2850c - Application for Associated Health Occupations (Available at (required).
  3. Responses to 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 Federal government, include latest SF-50 - Notification of Personnel Action. (required).
  6. Transcripts (copy of transcripts if using education to meet basic requirements)
  7. Copy of current certification, licensure, or registration (if applicable)


INCOMPLETE APPLICATION PACKAGES will receive a rating of IDMA (failed to submit required documents).  Requests for reconsideration of rating will not be considered for applicants who fail to submit a complete application package.  We cannot be held responsible for incompatible software, fax transmissions, delays in mail service, etc. 


Arlene Schwemmer
Phone: (412)822-3502
Agency Information:
VHA Pittsburgh VAMC
Pittsburgh, PA


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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