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 Technician - Medical Coder

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:KT-13-ADS-966755

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

The contents of the announcement can still be viewed.


$27,990.00 to $55,844.00 / Per Year


Tuesday, September 24, 2013 to Tuesday, October 08, 2013




Full Time - Permanent




1 vacancy in the following location:
Fayetteville, AR United StatesView Map


United States Citizens


Vacancy Identification Number (VIN) 966755

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.  
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: Not Authorized
Recruitment Incentive or Relocation Incentive: Not Authorized


  • 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


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The Medical Records Technician (Medical Coder) serves under the direction of the Supervisory Medical Records Administrator in the Health Information Management (HIM) section for the Veterans Health Care System of the Ozarks (VHSO).


Duties include but are not limited to:

  • Assign codes to documented patient care encounters (inpatient and outpatient) covering the full range of health care services provided by VHSO.
  • Apply advanced knowledge of medical terminology, anatomy and physiology, disease processes, treatment modalities etc… to ensure proper code selection.
  • Select and assign codes from current version of several coding systems to include International Classification of Diseases-Clinical Modification (ICD-9-CM), Diagnostic and Statistical Manual of Mental Disorders (DSM), Current Procedural Terminology (CPT), and HCPCS.  
  • Adhere to coding practices, guidelines and conventions as they relate to medical coding.
  • Monitor regulatory and policy requirements that affecting coding information.
  • Perform comprehensive reviews of the patient records to abstract data and ensure complete data capture.
  • Other duties as assigned.

Work Schedule: Monday – Friday; 8:00 A.M. to 4:30 P.M.



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U.S. citizenship:  Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.


Experience and Education:

  • 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 MRT work. OR,
  • Education:  Successful completion of an associate’s 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:
    • Successful completion of an associate’s degree in a field of study other than medical records/health information will substitute for 18 months of the required experience.
    • 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 U.S. Maritime Service under close medical and professional supervision, may be substituted on a month-for-month basis for up to 1 year of experience.
    • 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 substitute on a month-for-month basis for up to 1 year of experience.
    • 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.


Physical Requirements: Applicants must successfully complete a pre-employment physical, including the possibility of a drug screen.


English Language Proficiency:  MRTs must be proficient in spoken and written English in accordance with VA Handbook 5005/15 chapter 2, section D, paragraph 5a, this part.


Preferred Experience: Four years of coding experience as well as a Medical Coding Certification preferred.





(a) Knowledge of Current Medical Record Technology:  To be creditable, the experience must have required the use of knowledge, skills, abilities, and other characteristics (also referred to as “core competencies”) associated with current health information or medical record technology and/or cancer registry practice.
(b)  Quality of Experience:  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.
(c)  Part-Time Experience:  Part-time experience as a professional medical record technician is credited according to its relationship to a full-time workweek.  For example, a medical record technician would receive 1 week of full-time credit for each 2 weeks of half-time work.


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


Experience or Education:
  None beyond basic requirements.
Demonstrated Knowledge, Skills, and Abilities
1. Basic knowledge of medical terminology;
2. Basic knowledge of disease processes and human anatomy;
3. Basic knowledge of medical record/health information guidelines, techniques, and procedures;
4. Knowledge of the medical and legal significance of medical records.


 In addition to the basic requirements, at least 1 year of experience at the next lower grade level and must fully meet the KSAs at that level. 

In addition, the candidate must demonstrate the following KSAs:
Demonstrated Knowledge, Skills, and Abilities

1. Ability to apply knowledge of medical terminology, human anatomy/pathophysiology, and disease processes sufficient to appropriately file, locate, and disclose health information;
2. 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;
3. Knowledge of the internal organization of medical records and medical record references and procedures as appropriate to the position.
4. 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.

  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.


  One year of experience comparable to the next lower level and must fully meet the KSAs at that level. In addition, the candidate must demonstrate the following KSAs:
Demonstrated Knowledge, Skills and Abilities
1. Ability to apply knowledge of medical terminology, human anatomy/pathophysiology, and disease processes to fully understand the content of a patient record;
2. Ability to navigate efficiently through the paper and electronic medical record to find needed information;
3. 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;
4. 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 (HIPAA);
5. 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.


  One year of experience comparable to the next lower grade level and must fully meet the KSAs at that level.  In addition, the candidate must demonstrate the following KSAs:
Demonstrated Knowledge, Skills, and Abilities
1. 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;
2. Knowledge of Joint Commission on Accreditation of Healthcare Organizations (JCAHO) as well as Medicare/Centers for Medicare & Medicaid Services (CMS) and/or VHA medical record documentation requirements;
3. 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;
4. Ability to research and solve complex questions related to coding and documentation, such as adequate health information documentation, coding, billing, resident supervision, etc.; and
5. 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.


  One year of experience comparable to the next lower grade level for the appropriate assignment area and must fully meet the KSAs at that level. In addition, the candidate must demonstrate the following KSAs:
Demonstrated Knowledge, Skills, and Abilities
1. 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;
2. 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
3. Advanced knowledge of the full scope of coding and abstracting including inpatient discharges, surgical cases, diagnostic studies and procedures, outpatient encounters, and inpatient professional fees for a highly diversified range of specialties and subspecialties, such as orthopedics, neurosurgery, cardiology, gastroenterology, plastic surgery, spinal cord injury, blind rehabilitation, anesthesia, acute and long term psychiatry including addiction treatment, hospice, ambulatory surgery, and other types of care.


References: VA Handbook 5005, Part II, Appendix G35, MEDICAL RECORD TECHNICIAN at

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.

Physical Requirements: The work is usually sedentary, but it requires periods of walking, standing, bending, or climbing and employee may carry light items such as books, instruments, lap tops and other similar materials.

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.


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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.  


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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All applicants are encouraged to apply online.

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 Tuesday, October 08, 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.
  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.


The following documents are required: Failure to provide the documentation listed below will result in being rated ineligible and your application package will be deactivated.

  1. Resume or CV
  2. VA Form 10-2850c - Application for Associated Health Occupations (Available at (required).
  3. Responses to the Occupational Questionnaire
  4. Copy of most recent SF-50 that shows your current title, series, grade, step salary and tenure.
  5. Copy of college transcript(s) qualifying you for the position.
  6. DD-214: If prior military service, include all copies of your DD Forms 214.   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
  7. Medical Coding Certification: if you are currently certified as a medical coder, a copy of your certification is preferred.


Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

Faxing Applications or Supporting Documents:

You are encouraged to apply online.  Applying online will allow you to review and track the status of your application.

NOTE:  If you applied online and your application is complete, do not fax the paper application (1203FX) as this will overwrite your prior online responses and may result in you being found ineligible.

If you completed the occupational questionnaire online and are unable to upload supporting document(s):
  1. To fax your documents, you must use the following cover page and provide the required information.  The Vacancy ID is 966755.
  2. Fax your documents to 1-478-757-3144.
If you cannot complete the Application Package online, you may fax all of your materials.  The complete application package must be submitted by 11:59 PM (EST) on Tuesday, October 08, 2013Tuesday, October 08, 2013 to receive consideration.  Keep a copy of your fax confirmation in the event verification is needed.

To complete the occupational questionnaire and submit via fax:
  1. Click the following link to view and print the occupational questionnaire View Occupational Questionnaire.
  2. Print the 1203FX form, follow the instructions and provide your responses to the occupational questionnaire items  
  3. Fax the completed 1203FX form along with any supporting documents to 1-478-757-3144.  Your 1203FX will serve as a cover page for your fax transmission.


Ashley D. Strack
Phone: (479)443-4301x65182
Agency Information:
VHA Fayetteville AR VAMC
Department of Veterans Affairs
Human Resources 05
Fayetteville, AR


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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