This Position Is No Longer Available
  1. Overview
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Job Title:Medical Record Administrator - Technical Career Field Hybrid Title 38

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:MA-0843-931904-MH

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

The contents of the announcement can still be viewed.


$31,315.00 to $50,431.00 / Per Year


Friday, July 26, 2013 to Monday, July 29, 2013




Full Time - Permanent




1 vacancy in the following location:
Madison, WI United StatesView Map


United States Citizens


OUR MISSION: 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?

Vacancy Identification Number (VIN): 931904


The full performance level of this vacancy is GS-669-11.  The actual grade at which an applicant may be selected for this vacancy is in the range of GS-669-5 or GS-669-7.  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 and final approval by the Medical Center Director.

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

This Medical Record Administrator, TCF Intern, position is located in the Health Information Management (HIM) Section of Patient Administration Service at the William S. Middleton Memorial VA Hospital and is being filled under the TCF Hybrid Title 38 Program.  TCF is a national workforce development program within VHA that was d4esigned to replenish technical staff in critically identified positions.  The TCF career fields represent those technical fields where VA-specific knowledge and experience is desirable for success in the field.  Individuals selected follow a formal training plan for 2 years during which they are trained, coached, and supervised by a preceptor.  Preceptors are selected annually, through an extensive application process, for their technical expertise, their commitment to training and the suitability of their facility as a training location.

Candidates possessing baccalaureate degree in the Health Information Management field or an associates degree in Health Information Technology from a university, college, or technical school - accreditation by the American Health Information Management Association (AHIMA) at the time the program was completed  are highly desirable but are not required.


  • 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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MAJOR DUTIES:  The Medical Record Administrator, TCF Intern serves in a developmental capacity as a technical specialist, he/she provides advisory and technical expertise on medical record and health information issues, and provides advice and guidance on health information management program(s) in relation to such issues as documentation requirements for coding/billing, liability issues, advance directives, informed consent, scanning processes, patient privacy/confidentiality, record control processes, and state reporting, etc.  The intern will serve under a Preceptor, and will work closely with the Medical Administration Service staff.  Assignments at the GS-5 level serve in a Medical Records Administrator career development position under close supervision.  Employees at the GS-7 level typically perform duties under senior Medical Records Administrators and are provided ongoing guidance in day to day assignments.

NOTE:  This position is a two year Technical Career Field (TCF) training position.  Permanent placement is possible, however it is not guaranteed at the Madison, WI VA Medical Center after training completion.  Candidates are required to review and sign a TCF Program Training Agreement, Continued Service Agreement, and Mobility Agreement upon selection.

NOTE:  Appointment, grade, and salary of Hybrid Title 38 Occupations are subject to the recommendation of a Professional Standard Board, and final approval by the Medical Center Director.

NOTE:  The position will be filled at the GS05 or GS-7 grade level with promotion potential to the GS-11 grade level.    

Physical Demands:  The work is sedentary, but may require walking, bending, standing, and /or carrying of light items such as files and manuals.  The work does not require any special physical effort or ability

Work Environment:  The work area is usually an adequately lighted, heated, and ventilated office or medical facility setting.  The work environment involves everyday risks or discomforts that require normal safety precautions.

Work Schedule:  1st Shift, Monday through Friday 8:00AM to 4:30PM



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To qualify for this position, applicants must meet all requirements by the closing date of this announcement.


Candidates must meet all qualification and eligibility requirements for the position by the closing date of the announcement.

Citizenship – Citizen of the United States by birth or naturalization

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.  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.  Transcripts Required

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.  Transcripts Required.


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

English Language Proficiency:  Medical Record Administrators must be proficient in spoken as required by 38 USC 7401(d), 7407(d).

Physical Requirements:  Selected candidate must undergo a pre-employment physical.  Work is primarily sedentary.

Creditable Experience:  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. 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 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.

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.

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

GS-5 level: None beyond basic requirements.

GS-7 level:  In addition to the basic requirements, at least 1 year of experience comparable to the next lower grade level.  In addition, the candidate must demonstrate the following KSAs: 

  1. 1.  Comprehensive understanding of clinical classification systems and nomenclatures;
  2. 2.  Ability to provide advisory and technical expertise on a range of health information management/medical record issues to staff, management, and general public;
  3. 3.  Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis;
  4. 4.  Knowledge of and ability to use and evaluate software programs and information systems relative to health information services; and
  5. 5.  Knowledge of anatomy, pathophysiology, and medical terminology.

Note:  Evidence of experience, must be supported by detailed documentation of duties performed in positions held.  Please provide such documentation on your application or resume.  Also, please provide work experience information such as hours per week and starting/ending dates of employment (month and year format) to establish one (1) full year of experience.  The requirement for this proof is specified in the “How to Apply” section of this announcement.  To be credible, experience must be documented in the application and verifiable through employment references and/or other means.  *Your resume must support your answers in the occupational questionnaire.

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).

References: VA Handbook 5005 at and OPM Group Coverage Qualification Standard for Professional and Scientific Positions at .

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

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 the Occupational Questionnaire in the section provided and provide a legible copy of your DD214(s ) and/or documentation related to your active duty service which shows dates of service, character of service (honorable, general, etc.), or dates of impending separation.

Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veterans Preference" with required proof as stated on the form.  For more information, please review the information for disabled Veterans in the application checklist or 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.
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.


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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 .

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.

This position is in the Excepted Service and does not confer competitive status. 


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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: 931904.  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 Monday, July 29, 2013.


To be considered for this position you must provide a complete application package which includes:

· CV or Resume - include: contact information; descriptions of jobs, including name and address of employer, job title, beginning and ending date (month/year) of employment, average hours worked per week, and supervisor's name and phone number; education, including name and location of college, dates attended, and type and date of degree earned; and other information, such as licenses, certificates, etc. Descriptions of duties must sufficiently detail the level of the experience. If the position is (was) with the Federal government, either military or civilian, state series and grade or pay grade (rank) and date of last promotion.

· VA Form 10-2850c - Application for Associated Health Occupations (Available at ) (required).

· Transcripts (required)

· Responses to the Occupational Questionnaire View Occupational Questionnaire (required)

· Optional Form 306 - Declaration for Federal Employment (Available at ).  This is a required form and must be submitted with your application.

· If prior military service, include all copies of your DD Forms 214 (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 ).  

· If currently employed in the federal system, include latest SF-50 - Notification of Personnel Action. (required).

APPLICANTS PLEASE NOTE:   The selecting official for this position is not allowed access to your electronic OPF which is why it is required for you to submit a thorough and complete resume to include all of your relevant work information (i.e. starting and ending dates of employment, hours worked, duties, etc).  The resume you provide through this application process is forwarded to the selecting official.  It is highly recommended that you use the resume builder in USA JOBS as it contains all of the information we need to determine whether or not you are qualified for this position.  Failure to provide a resume and all the documents requested in the announcement may render you not qualified for the position you are applying for.    

* INCOMPLETE APPLICATIONS WILL receive a rating of IFM (ineligible due to missing forms). Requests for reconsideration of ratings will not be considered for applicants who fail to submit a complete application package. We cannot be held responsible for incompatible software or fax transmissions, etc.

Only send documentation as requested/required by this announcement and that directly supports your qualifications for this position.

NOTICE: Eligible Interagency Career Transition Assistance Program (ICTAP) applicant you may apply for special selection over other candidates for this position . To be well-qualified and exercise selection priority for this vacancy, displaced Federal employees must be rated at 85 or above on the rating criteria for this position. ICTAP eligible must submit one of the following as proof of eligibility for the special selection priority: a separation notice; a "Notice of Personnel Action" (SF-50) documenting separation; an agency certification that you cannot be placed after injury compensation has been terminated; an OPM notification that your disability annuity has been terminated; OR a Military Department or National Guard Bureau notification that you are retired under 5 U.S.C. 8337(h) or 8456.


Michelle Ferris
Phone: (608)280-7026x17597
Agency Information:
VISN 12 Great Lakes Human Resources
Honey Creek Three
135 S 84th St Room 175
Milwaukee, WI


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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