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

Job Title:Medical Records Administrative Specialist GS-669-7 Target 11

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:LL-13-LT-T38H-930283

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

The contents of the announcement can still be viewed.


$43,208.00 to $56,174.00 / Per Year


Tuesday, July 30, 2013 to Thursday, August 01, 2013




Full Time - Permanent




1 vacancy in the following location:
Loma Linda, CA United StatesView Map


US Citizens and Status Candidates


Vacancy Identification Number (VIN):  LL-13-LT-T38H-930283 (Please include on all documents)

   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.



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

Your salary and grade will be determined by the Professional Standards Board (PSB). The PSB is a peer review process. The PSB will review your individual qualifications, education, professional training/internship(s) and professional experience to determine the most appropriate salary and grade based on your individual accomplishments.



  • You must be a US citizen to apply for this job
  • Subject to a background/suitability investigation.
  • Must pass pre-employment physical examination.
  • Designated and/or random drug testing may be required.
  • This position requires candidates to be proficient in English.


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The Medical Record Administrator provides staff assistance and advises the Compliance Officer and other program managers of sub-organizational elements. Responsible for duties related to the management, coordination, evaluation, and effectiveness of administrative support to clinical services. Assistance is provided on a wide variety of functions, technical, administrative, and management processes to include but limited to the following:  

  • Remain current on emerging issues and trends in the health information management field, including the electronic health record, coding,and computer assisted coding, the revenue cycle, release of information, privacy issues, and data exchange.
  • Maintain compliance management and keep clinical staff abreast of changing technology in electronic systems used to collect, process, code, protect, and store health information.
  • Provide subject matter expertise to service leaders, designees, and system staff.
  • Interpret and apply JCAHO standards, VA regulations, medico legal requirements, current federal codes pertinent to medical records; VA policy memoranda, directives, and handbooks pertinent to medical records.
  • Recommends improvements in documentation systems used to provide patient care to optimize CPRS, third party reimbursement, and to manage resources.
  • Provides audits and analyze, prepare and present findings and provide recommendations to the Compliance Officer.
  • Designs and performs quality improvement projects regarding HIMS issues.
  • Advises Principal Investigators and other clinical staff relating to methodologies of retrieving health care data for specific studies.
  • Perform data retrieval for special studies.
  • Participates in various facility, network, and national committees requiring health information management subject matter expertise.
  • Problem solves improperly identified documents with clinicians and other staff who report problems.
  • Amends documents according to Privacy Act and HIPAA requirements.
  • Reviews request for new templates or additions/corrections to existing templates.
  • Reviews request for paper forms, creating electronic versions of the requested forms to ensure availability to users.

 Work Schedule: incumbent will normally work Monday - Friday 8:00 a.m. to 4:30 p.m. schedule, but schedule may be adjusted to meet the needs of the organization.


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Basic Requirements:

·         Must possess 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, OR,

·          Must possess an Associate degree in the health information field plus one (1) year of experience that included the preparation, maintenance, and management of medical records and health information systems OR,

·         Successful completion of 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 one (1) year of experience.  No credit will be given for partial completion of such training OR,


·         Must possess education equivalent to a baccalaureate degree from an accredited university or college OR,

·         Must possess equivalent of one (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,

·         Must maintenance/possession of an active credential from AHIMA as a Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) OR,

·         Successfully completed the academic course work leading to an advanced degree in health information management or related field.

Additional to Basic Requirements:



One (1) full year of graduate level education or superior academic achievement or, one (1) year equivalent to at least the GS-5 grade level.


 Specialized Experience includes but is not limited to a comprehensive understanding of clinical classification systems and nomenclatures; the ability to provide advisory and technical expertise on a range of health information management/medical record issue to staff, management, and the general public; knowledge of and ability to use and evaluate software programs and information systems relative to health information services; ability to use data collection and analytical techniques for purposes of review, quality control, studies, and analysis.

RATING/RANKING PROCEDURES: Applicants who meet the qualification AND basic requirement will be further evaluated by determining the extent to which their work or related experience, education, training, etc., indicate they possess the Knowledge, Skills, Abilities and Other characteristics (KSAOs) as part of the assessment questionnaire for this position:

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at .

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

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 DD 214(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 résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.


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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, 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 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 provide a complete Application Package which includes:

  1. Your Résumé. Please make sure your resume includes where you worked, dates of employment (From: mm/yyyy To: mm/yyyy), and number of hours worked per week.
  2. VA Form 10-2850C available online at
  3. OF 306 available online at
  4. A complete Occupational Questionnaire View Occupational Questionnaire
  5. Additional Required Documents (see Required Documents section below)

The complete Application Package must be submitted by 11:59 PM (EST) on Thursday, August 01, 2013.

To begin the process, click the Apply Online button 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.  Applicants are urged to apply online; this process is easier, faster, and provides more information as applications are processed.

Note: To return to a previously Saved or Incomplete application, simply reapply through your account in USAJOBS.  After applying, return to USAJOBS ( to see the status of your application, 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 any 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.
  5. Applicants may request the OPM Form 1203-FX from OPM by calling USAJOBS at (703)724-1850; OPM will then mail the form to the applicant.  However, mailing takes time and if the announcement is nearing its closing date, this may not be practical.  The form can also be obtained on the Internet at .

To fax supporting documents you are unable to upload:

  1. Complete this cover page using the following Vacancy ID 930283.
  2. Fax your documents to (478)757-3144.


The following Application documents are required.

The following Eligibility documents are required. Failure to submit the required eligibility documents will result in you being notified that you have been rated ineligible for further consideration of this position.

  • Current of Former Federal employees - Must provide a copy of your last or most recent SF-50, "Notification of Personnel Action." 
  • Other eligibility documents: Use the CHECKLIST to make sure you have included other documents required for your application, such as documentation to support Veteran Preference claims, ICTAP/CTAP documentation (for displaced federal employees), and any document that will verify your eligibility to apply for this position.


Cindy Olmedo
Phone: (909)307-5207
Agency Information:
VHA Loma Linda HCS
Human Resources 605/05
11201 Benton Street
Loma Linda, CA


After we receive your complete application package (including all required documents), your qualifications will be reviewed.  We will also review your application to make sure that your résumé supports the answers given in the questionnaire. If your résumé does not support your questionnaire answers, we will adjust your qualifications accordingly. Based on your qualifications you may be referred to the hiring manager for further consideration and possible interview. You will be notified when your qualifications determination has been completed. 

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