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This Position Is No Longer Available

Job Title:  Medical Record Technician (Coder)
Department:  Department Of Veterans Affairs
Agency:  Veterans Affairs, Veterans Health Administration
Job Announcement Number:  632-CK-BF884085

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

The contents of the announcement can still be viewed.
$31,560.00 to $62,966.00 / Per Year
Wednesday, May 01, 2013 to Tuesday, May 07, 2013
Full Time - Excepted Service Permanent
1 vacancy in the following location:
Northport, NY United StatesView Map
United States Citizens


Vacancy Identification Number (VIN): 884085 

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?


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.

VA encourages persons with disabilities to apply.  The health related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

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


  • Must pass pre-employment examination
  • Must be proficient in written and spoken English
  • Designated and-or Random Drug Testing required
  • Background and-or Security Investigation required
  • Certification/Registration is preferred


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The Medical Record Technician (Coder) is a staff position within the health Information Management Section (HIMS) of the Business Office at the Northport VA Medical Center.  The position is responsible for maintaining the integrity of patient records through the performance of quality review of discharged and lodger patient records, assigning of appropriate International Classification of Diseases Clinical Modification (ICD-9-CM), Current Procedural Terminology (CPT-4) and Healthcare Common Procedure Coding System (HCPCS) codes, and determining the appropriate MS-Diagnosis Related Group (MS-DRG).  At the full performance level, it is expected that the Medical Coder will do more than validate code assignments made by clinical staff, but will possess a demonstrated skill at making independent judgment in code selection based on abstraction from the record and professional coding knowledge and skill.  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 for this 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.  Also, to receive credit at the full performance level, a coder must have proven success at coding for both professional fee (physician-based) and facility fee (hospital-based) domains.



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Citizenship:  Citizen of the united States. 

English Language Proficiency:  Medical Record Technicians must be proficient in spoken and written English.

CertificationCertification is highly desirable at all grade levels.  Certification is offered by AHIMA as a Certified Coding Associate (CCA), Certified Coding Specialist (CCS), Certified Coding Specialist-Physician-based (CCS-P), or Registered Health Information Technician (RHIT).  Certification is also offered by the American Academy of Professional Coders (AAPC) as a Certified professional Coder Apprentice (CPC-A), Certified Professional Coder-Hospital Apprentice (CPC-H-A), Certified Professional Coder (CPC) or Certified Professional Coder-Hospital (CPC-H).by AHIMA or AAPC as a Certified Coder.

Experience:  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 Medical Record Technician (MRT) work; OR

Education:  Successful completion of an associate 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; OR

Experience/Education Combination:  Equivalent combinations of experience and education are qualifying.  The following educational/training substitutions are appropriate in this provision for combining education and experience:  (a) Successful completion of an associate degree in a field of study other than medical records/health information will substitute for 18 months of the required experience; (b) Successful completion of a course for medical technicians, hospital corpsmen, medical service specialists, or hospital training, obtained in a training program given by the Armed Forces or the US Maritime Service under close medical and professional supervision, may be substituted on a month-for-month  basis for up to 1 year of experience; (c) Successful completion of a post high school course of study in medical record technology, which includes courses in anatomy, physiology, and medical record techniques and procedures, may be substituted on a month-for-month basis for up to 1 year of experience; (d) Successful completion of post high school courses for medical administrative personnel, obtained in a closely supervised training program given by the Armed Forces, may be substituted for experience on a month-for-month basis for up to 6 months provided the training program included courses in anatomy, physiology, and medical record techniques and procedures.





For GS-4:  Experience OR Education:  None beyond the basic requirements as noted above.  Candidates must demonstrative a basick nowledge of medical terminology; basic knowledge of disease processes and human anatomy; basic knowledge of medical record/health information guidelines, techniques, and procedures; and knowledge of medical and legal significant of medical records.

For GS-5, GS-6, GS-7, OR GS-8:  In addition to the basic requirements noted above, the following criteria must be met:

For GS-5:  1 year of MRT (Medical Record Technician) or related experience equivalent to at least GS-4 grade level OR 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 below: 

  • Ability to apply knowledge of medical terminology, human anatomy/pathophysiology, and disease processes sufficient to appropriately file, locate, and disclose health information;
  • 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;
  • Knowledge of the internal organization of medical records and medical record references and procedures as appropriate to the position;
  • 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.

For GS-6:  1 year of MRT or related experience equivalent to at least the GS-5 grade level and must demonstrates the following KSAs: 

  • Ability to apply knowledge of medical terminology, human anatomy/pathophysiology, and disease processes to full understand the content of a patient record;
  • Ability to navigate efficiently through the paper and electronic medical record to find needed information;
  • 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.
  • 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);
  • 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.

For GS-7:  1 year of MRT or related experience equivalent to at least the GS-6 grade level and must demonstrate the following KSAs: 

  • 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;
  • Knowledge of Joint Commission on Accreditation of Healthcare Organizations (JCAHO) as well as Medicare/Centers for Medicare and Medicaid Services (CMS) and/or VHA medical record documentation requirements;
  • 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;
  • Ability to research and solve complex questions related to coding and documentation, such as adequate health information documentation, coding, billing, resident supervision, etc.; and
  • 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.

NOTE:  Medical Record Technician Coding assignments at this level (GS-7) 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.

For GS-8:  1 year of MRT experience comparable to the next lower grade level and must demonstrate the following KSAs: 

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


NOTE:  Creditable Experience: Applicants must demonstrate knowledge of current Medical Record Technology.  To be creditable, the experience must have required the use of knowledge, skills, abilities and other characteristics associated with current health information or medical record technology.  Experience is only creditable if it is either directly related to the position to be filled or in a related field.  Qualifying experience must also be at a level comparable to medical record technology experience at the next lower grade level.  Part time experience as a professional medical record technician is credited according to its relationship to a full time workweek. 




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. ***




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.


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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: 884085.  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 Tuesday, May 07, 2013.


You must provide a complete Application Package which includes:

  1. Updated CV or Resume
  2. OF-306 (required).
  3. VA Form 10-2850c - Application for Associated Health Occupations (Available at (required).
  4. Occupational Questionnaire (required)
  5. Copy of AHIMA or AAPC Certification OR RIH Registration (if applicable) (required)
  6. Transcripts (required if using education to quality)
  7. Veterans - If prior military service, in order to receive appropriate Veteran preference credit, you must include all copies of your DD Forms 214 or proof of service.   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 and include a copy of your disability rating that shows your service connected disability percentage.   
  8. Current or former Federal employees must include a copy of their latest SF-50 - Notification of Personnel Action


Incomplete application packages will not be accepted




Connie Kalfa
Phone: (631)261-4400x2708
Agency Information:
VHA Northport VAMC
Human Resources 05J
79 Middleville Road
Northport, NY


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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