Please read this announcement in its entirety before beginning the application process to ensure you submit all the required documents. See Required Document sections in this announcement before applying.
Please read this announcement in its entirety before beginning the application process to ensure you submit all the required documents. See Required Document sections in this announcement before applying.
This job opportunity announcement (JOA) will be used to fill one (1) full-time and permanent Medical Records Administrator, Assistant Chief Health Information Management (ACHIM) vacancy at the Memphis, TN Veterans Affairs Medical Center (VAMC) with Business Office Service.
This position serves as the Supervisory MRA (Assistant Chief, Health Information Management (HIM). Supervisory Medical Record Administrators at this grade level are Assistant Chiefs of HIM in VA Medical Centers that are the highest complexity level category for VHA facilities, and which are affiliated, tertiary care facility/health care system with comprehensive research programs and thus warrant an expanded senior leadership team. MRAs in this assignment provide technical advice, planning, and evaluation about health information management issues impacting the overall program on a regular and recurring basis. The MRA is the highest level professional position at the facility with responsibility for the management and direction of the health information management program and services.
The Assistant Chief, is responsible for the administrative management of health records, which includes planning, managing, advising, and directing the health information program in accordance with applicable Federal laws, facility by-laws, VHA policy, The Joint Commission standards, the Commission on Accreditation of Rehabilitation Facilities (CARF), and other regulatory and accrediting agencies. The Health Information Manager also creates and monitors systems to ensure accurate, timely, and complete health records, in accordance with VHA policy and The Joint Commission health information protocols. Measures ongoing intradepartmental performance by establishing priorities, collecting data, monitoring and reporting outcomes, using valid and reliable techniques to analyze trends and variation, and taking appropriate action based on findings. The Assistant Chief, HIMS assists the Chief, HIMS in planning, directing, policy making, organizing and controlling the activities of HIMS and serves as acting Chief, HIMS in absence of the Chief
Duties will include but are not limited to:
Full responsibility of technical and administrative daily operation of the HIM department, which consists of all functions of health record activities related to coding, health record documentation analysis, transcription/speech recognition, release of information, file room/scanning programs, and health information exchange.
Full assistant to the Chief of Health Information Management (CHIM).
Provides 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.
Shares responsibility with the CHIM for collecting and processing data for various reports, surveys, research projects; and recommendations immediate needs and long range goals of the department; for recommending equipment and staffing needs; and for preparing and keeping current procedures and operation manuals.
Responsible for assisting physicians and other health professionals in obtaining health record information.
Aids in a variety of projects and is responsible for screening, abstracting and tallying data from records and computer-generated reports.
Assists in selected miscellaneous retrospective health record review/data abstraction projects to support medical center Quality Management data collection activities.
Reviews work accomplished and assesses quality, quantity, accuracy and timeliness of work produced by each employee.
Develops performance standards and conducts performance evaluations.
Keeps employees informed about important aspects of personnel management programs.
Interviews prospective employees, recommends selection, and carries out training and development of assignments, awards or disciplinary action.
Approves leave and establishes work schedules.
Implements provisions of EEO programs to ensure fair and equal treatment for all employees.
Coordinates monthly staff meetings and prepares timely/accurate minutes.
Subject matter expert on 0675 and 0669 qualification standards and appropriately applying them.
Provides administrative support to other HIM Supervisors/Leads.
Other duties as assigned.
Work Schedule: Monday - Friday 7:30 a.m. - 4:00 p.m. or 8:00 a.m. - 4:30 p.m. Financial Disclosure Report: Not required
Designated and/or random drug testing may be required
Selective Service Registration is required for males born after 12/31/1959
You may be required to serve a probationary period
Subject to a background/security investigation
Must be proficient in written and spoken English
Selected applicants will be required to complete an online onboarding process
Qualifications
Basic Requirements:
United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).
Education or Experience:
(1) Experience. Three years of creditable experience in the field of medical records that included the preparation, maintenance, and management of [health] records and health information systems [demonstrating a knowledge of medical terminology, medical records procedures, medical coding, or medical, administrative, and legal requirements of health care delivery] systems.
OR,
(2) Education. Successful completion of a bachelor's degree or higher from an accredited college or university recognized by the U.S. Department of Education, with a major field of study in health information management, or a related degree with a minimum of 24 semester hours in health information management or health information technology.
OR,
(3) Experience/Education Combination. Equivalent combinations of creditable experience and education that equals 100 percent may be used to meet basic requirements. For example, two years above high school from an accredited college or university, with 12 semester hours in health information technology/health information management, plus one year and six months of creditable experience that included the preparation, maintenance, and management of health records and health information systems meets an equivalent combination.
Certification. Persons hired or reassigned to MRA positions in the GS-0669 series in VHA must meet one of the following:
(1) Coding Certification through AHIMA or AAPC.
OR,
(2) HIM Certification through AHIMA.
OR,
(3) Health Data Analyst Certification through AHIMA.
Grade Determinations: In addition to the basic requirements for employment, the following criteria must be met when determining the grade of candidates.
Medical Records Administrator (Assistant Chief (ACHIM)), GS-12
(a) Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates all the KSAs described at that level. The GS-11 KSAs are:
i. Skill in performance and process improvement techniques to develop and implement new or improved solutions in health information management.
ii. Ability to advise management and staff at various levels regarding health record documentation requirements and health information management practices based on current industry standards, policies, statutes, laws, and regulations.
iii. Ability to plan, justify, develop, evaluate, assess, monitor, and advise on current health information management processes and recommend changes in policies or procedures.
iv. Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies as they apply to health information management.
v. Ability to plan, justify, develop, evaluate, assess, monitor and/or advise on current HIM processes and recommend changes in policies or procedures.
vi. Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment).
vii. Ability to provide the full range of supervisory duties, to include assignment of work, completing performance evaluations, selection of staff, and recommendation for awards, advancements, and disciplinary actions, when appropriate.
(b) Certification. Employees at this level must have a HIM Certification. Health Information Management (HIM) Certification. Higher-level health information management certification is limited to certification obtained through AHIMA. To be acceptable for qualifications, the specific certification must represent a comprehensive competency in the occupation. Certification titles may change and certifications that meet the definition of HIM certification may be added/removed by the above certifying body; however, current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA). You MUST provide verification of your AHIMA RHIT/RHIA certification from the following Website: https://my.ahima.org/certification/credentialverification.aspx.
(c) Demonstrate the Knowledge, Skills, and Abilities for the GS-12 ACHIM:
i. Skill in managing various projects and processes, which includes the ability to develop new or improved solutions to complex technical problems in health information management.
ii. Ability to advise management and staff on a wide range of health information management practices based on current industry standards, policies, statutes, laws, and regulations.
iii. Ability to plan, justify, develop, evaluate,] assess, monitor, and/or advise on current health information management processes, and recommend changes in policies or procedures.
iv. Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines, and accrediting bodies as they apply to health information management.
v. Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment).
vi. Ability to provide the full range of supervisory duties to include assignment of work, completing performance evaluations, selection of staff, and recommendation of awards, advancements, and disciplinary actions.
References: VA Handbook 5005/130, Part II, Appendix G33
The full performance level of this vacancy is GS-12. The actual grade at which an applicant may be selected for this vacancy is the GS-12.
Physical Requirements: The work is primarily sedentary. There is walking, bending and reaching required such as for filing or locating material, and carrying items such as reports, documents, and supplies. Entering data and word processing on a personal computer may result in physical problems from the effects of repetitive motion and eyestrain.
Education
IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. 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. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.
Additional information
This job opportunity announcement may be used to fill additional vacancies.
It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
This position is in the Excepted Service and does not confer competitive status.
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.
Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
If you are unable to apply online view the following link for information regarding an Alternate Application.
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How you will be evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, résumé, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.
NOTE: All selections for MRA VISN HIM, Assistant Chief or Chief of HIM, and Supervisory Medical Record Technician (MRT) assignments must receive national VHA HIM Program Office concurrence to ensure appropriately designated assignment and appropriately qualified candidate.
Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
Missing and/or incomplete documents will result in not being referred.
In accordance with VA Handbook 5005, " Veterans preference does not apply to in service placements such as promotion, reassignment, change to lower grade, transfer or reinstatement actions." There is no need to provide supporting documents relating to Veteran preference (i.e. DD-214, VA Disability rating letter, SF-15)
These are the documents for this specific position/vacancy:
Resume. (REQUIRED by ALL) Your resume must have the following information for each position you have listed on your resume: position title, employer, city/state, duties, begin/end dates of employment including the month and year (mm/yy - mm/yy), and full-time or part-time status with the number of hours worked each week. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE and/or KSAs. If your resume does not support your questionnaire answers, we will not allow credit for your response(s).
Clear Copy of official Transcripts for education verification. Required if you are applying on the basis of your education, you are REQUIRED to submit a legible copy of your college transcript in order to use education to qualify. See Veteran's Preference section of this announcement.
An official transcript is a copy of your permanent academic record that includes:
A list of the courses you took.
The dates you attended the school.
Your major and degree.
Your cumulative grade point average (GPA).
Any honors you received.
The date your degree was awarded.
Latest non-award SF-50. Current VA employees MUST provide their recent SF50 (dated the current year). SF-50 - Notification of Personnel Action must be submitted showing current position, grade, series, etc.). 'Award' or 'Incentive' SF-50 DO NOT contain the required information and will not be considered valid required documentation to verify status.
Health Information Management (HIM) Certification obtained through AHIMA. Must provide your current HIM certifications of Registered Health Information Technician (RHIT) and/or Registered Health Information Administrator (RHIA). The only acceptable proof of this certification must be provided from: https://my.ahima.org/certification/credentialverification.aspx Website.
In addition to the above documents, the following documents are preferred, but are NOT required:
Narrative response to each of the KSAs for the GS-11 and GS-12 grade level listed in this vacancy announce. If selected you will be required to provide a narrative response for the GS-11 and GS-12 KSAs.
To apply for this position, you must provide a complete Application Package which may include:
Cover Letter
VA form 10-2850C - Application for Associated Health Occupations
Registered Health Information Technician (RHIT) and/or Registered Health Information Administrator (RHIA) from AHIM
Resume
SF-50/ Notification of Personnel Action
Transcript
If you are relying on your education to meet qualification requirements:
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 06/11/2021 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/11111731.
To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
Click Submit My Answers to submit your application package.
NOTE: 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 USA JOBS account, https://my.usajobs.gov/Account/Login, 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 USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service.
HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.
Memphis VA Medical Center
1030 Jefferson Avenue
Memphis, TN 38104
US
Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
Missing and/or incomplete documents will result in not being referred.
In accordance with VA Handbook 5005, " Veterans preference does not apply to in service placements such as promotion, reassignment, change to lower grade, transfer or reinstatement actions." There is no need to provide supporting documents relating to Veteran preference (i.e. DD-214, VA Disability rating letter, SF-15)
These are the documents for this specific position/vacancy:
Resume. (REQUIRED by ALL) Your resume must have the following information for each position you have listed on your resume: position title, employer, city/state, duties, begin/end dates of employment including the month and year (mm/yy - mm/yy), and full-time or part-time status with the number of hours worked each week. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE and/or KSAs. If your resume does not support your questionnaire answers, we will not allow credit for your response(s).
Clear Copy of official Transcripts for education verification. Required if you are applying on the basis of your education, you are REQUIRED to submit a legible copy of your college transcript in order to use education to qualify. See Veteran's Preference section of this announcement.
An official transcript is a copy of your permanent academic record that includes:
A list of the courses you took.
The dates you attended the school.
Your major and degree.
Your cumulative grade point average (GPA).
Any honors you received.
The date your degree was awarded.
Latest non-award SF-50. Current VA employees MUST provide their recent SF50 (dated the current year). SF-50 - Notification of Personnel Action must be submitted showing current position, grade, series, etc.). 'Award' or 'Incentive' SF-50 DO NOT contain the required information and will not be considered valid required documentation to verify status.
Health Information Management (HIM) Certification obtained through AHIMA. Must provide your current HIM certifications of Registered Health Information Technician (RHIT) and/or Registered Health Information Administrator (RHIA). The only acceptable proof of this certification must be provided from: https://my.ahima.org/certification/credentialverification.aspx Website.
In addition to the above documents, the following documents are preferred, but are NOT required:
Narrative response to each of the KSAs for the GS-11 and GS-12 grade level listed in this vacancy announce. If selected you will be required to provide a narrative response for the GS-11 and GS-12 KSAs.
To apply for this position, you must provide a complete Application Package which may include:
Cover Letter
VA form 10-2850C - Application for Associated Health Occupations
Registered Health Information Technician (RHIT) and/or Registered Health Information Administrator (RHIA) from AHIM
Resume
SF-50/ Notification of Personnel Action
Transcript
If you are relying on your education to meet qualification requirements:
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 06/11/2021 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/11111731.
To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
Click Submit My Answers to submit your application package.
NOTE: 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 USA JOBS account, https://my.usajobs.gov/Account/Login, 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 USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service.
HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.
Memphis VA Medical Center
1030 Jefferson Avenue
Memphis, TN 38104
US
Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
Fair and transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
