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This position is located in the Health Information Management (HIM) at the VA Healthcare System. Medical Records Administration Specialist (MRAS) in VHA perform work concerned with the management of a health record program or the provision of services related to medical record administration/health information services. MRASs manage, preserve, analyze, and supervise the use of diagnostic and therapeutic health records/health information management. They develop policies and procedures and provide advice on the use of health records and health information management.

MRAs work in day-to-day assignments, and they perform data mining; complex data analysis; and interpret and transform data into accurate, consistent, and timely information in support of the business and operational needs of the HIM department and the organization. They present findings and recommendations and facility leadership. MRAs perform workflow analyses, recommend process improvements, identify and implement best practices, and implement changes as needed to improve the productivity and quality controls of the HIM department. They prepare workload and production reports, monitor trends to identify efficiencies and outliers, and recommend appropriate actions which may involve collaborating with staff at all levels for resolution. The MRA designs and performs quality improvement projects related to health information management to identify and recommend ways of eliminating, combining, simplifying or improving procedures and processes.

Duties include but are not limited to:

• Oversees the Health Information Management (HIM) Department in identifying and setting short- and long-range goals, program objectives and tasks to meet the mission and vision of the VAMC.
• Provides subject matter expertise to Service Line Leaders, and medical center staff. Interprets and applies The Joint Commission (TJC) standards, VA regulations and medico-legal requirements; current Federal Codes pertinent to health records; Veterans Administration policy memoranda, directives and handbooks pertinent to health information management; medical coding (ICD, CPT, HCPCS) and reimbursement methodologies; medical and procedural terminology; anatomy and physiology, regulations governing confidentiality of health records; release of information laws and statutes; and all policies/procedures pertaining to VHA health records.
• Provides training for HIM, clinical and administrative staff on HIM topics. Designs and performs quality improvement projects regarding HIM issues. Collaborates with the Assistant Chief of HIMM in preparing and conducting various presentations.
• Keeps current on emerging issues and trends in the health information management field, including process improvement initiatives for HIM, the electronic health record, coding and computer assisted coding, the revenue cycle, release of information and privacy issues, records management, transcription and data entry, and health information exchange.
• Keeps HIM and clinical staff abreast of changing technology in electronic systems used to collect, process, code, protect and store health information.

Work Schedule: Monday-Friday, 7:00am-3:30pm, 7:30am-4:00pm or 8:00am-4:30pm.
Compressed/Flexible:Not Available
Telework: Available
Virtual: This is not a virtual position.
Functional Statement #: PD000000
Relocation/Recruitment Incentives: Not Authorized

Notifications:

• This position is in the Excepted Service.
• This position is not a Bargaining Unit position.
• The incumbent may be required to travel to other VA campuses and CBOC's.
• Selectee may be required to work at any VISN 1 Healthcare System campus, as needed.

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• 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

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met.

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.
• Education and/or Experience: The individual must meet one of the criteria below to meet this requirement:

(1) 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) 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) 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.

• Medical Records Administrators must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).
• 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)

Grade Determinations:

Experience: One year of creditable experience equivalent to the next lower grade level (GS-12) that demonstrates the KSAs described at that level

AND,

Certification: HIM Certification through AHIMA. Current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA).

GS-12 Knowledge, Skills, and Abilities:

• Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management.
• Skill in evaluating, developing and implementing new policies, procedures, and programs.
• Ability to provide program oversight, including advisory and technical expertise on a range of health information management practices and guidelines to staff at various levels.
• Ability to develop and conduct training on health information management programs, policies, procedures, and performance improvement activities.
• Ability to effectively procure and manage HIM resources (i.e. space, staffing, education, budget, etc.).
• 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.
• Customer service skills necessary to effectively communicate (written and verbal) and interact with all levels of hospital personnel, physicians, patients, and outside agencies.
• Ability to deal effectively with sensitive and/or complex situations

GS-13 Knowledge, Skills, and Abilities:

• Ability to determine and evaluate compliance with legal, ethical and regulatory guidelines and accrediting bodies, as they apply to health information management.
• Ability to provide sound, technical guidance to staff at various levels about major program, legal, or procedural changes related to health information management.
• Skill in revising facility policies and procedures to improve health information management services and to evaluate, modify, and/or adapt new methods to meet regulatory requirements.
• Skill in analyzing complex data, interpreting and trending results for effective management of the HIM program.
• Skill in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring of HIM processes.
• Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.

Preferred Experience: One year credible experience equivalent to the next lower grade level that demonstrates the KSA's described at that level.

References: VA Handbook 5005, Part II, Appendix G33

The full performance level of this vacancy is 13.

Physical Requirements: See VA Directive and Handbook 5019.

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, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

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.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

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.