Clarification from the agency

Current permanent employees of VAMC Lebanon, NECPAC, and employees of VISN4 Contracting, OI&T, CBOPC and Veterans Canteen Service located in Lebanon, PA

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The incumbent is a key advisor to the Chief of Staff, Executive Management, and clinicians and is responsible for providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, patient privacy and confidentiality, etc. The incumbent participates actively in all clinical programs in the VAMC and assures that the institution has a state-of-the-art health information program that exceeds all Joint Commission and VA requirements in addition to meeting the needs of executive management and clinical staff. Maintenance/possession of an active credential from the American Health Information Management Association (AHIMA) as a Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) is required. The incumbent must have significant expertise in computerization of records systems and the maintenance of such systems. He/she must possess the ability to plan, organize, direct and control all health record activities. The incumbent must also be able to lead and/or assist with medical research efforts that require health information expertise. Duties included but not limited to:

• Records management: Responsible for all facets of health records management for the facility.
• Management of patient files: responsible for running the health record coding program and assuring that the facility fully accounts for workload in a timely, accurate manner.
• Clinical support role: The incumbent is a responsible for providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, patient privacy and confidentiality, etc.
• Joint Commission and QI: Health information is an integral part of The Joint Commission standards and excellent health information management is essential for Business Office to maintain its standing as a fully accredited institution.
• Patient care delivery support: Responsible for assuring that all patients have a complete record of their medical care at the facility.
• Automation: Incumbent is responsible for leading the automation of all health information systems at Lebanon VAMC.
• Education: As a resource for the institution, incumbent conducts training programs in health record science, medical terminology, health record documentation, and medico-legal matters.
• Management: Incumbent directly supervises all personnel working within the Health Information Program, including theMedical Record Coders, Medical Record Technicians, and File Clerks.
• Responsible for maintenance and evaluation of health records, and assuring legal requirements for care are met.
• Plays a central role in developing and coordinating internal review systems to assure that both clinical and administrative activities are in compliance with agency and accrediting and regulatory requirements.
• Performs additional duties as assigned.

Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• You may be required to serve a probationary period.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

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.
• 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.

• 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.

• 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.
• Grandfathering Provision: All persons employed in VHA as a MRA are considered to have met all qualification requirements for the title, series, and grade held, including positive education, and registration and/or certification that are part of the basic requirements of the occupation. For employees who do not meet all the basic requirements in this standard, but who met the qualifications applicable to the position at the time they were appointed, the following provisions apply:
  • Such employees may be reassigned, promoted up to, and including, the full performance (journeyman) level, or changed to lower grade within the occupation, but may not be promoted beyond the journeyman level or placed in supervisory or managerial positions.
  • Employees who were appointed on a temporary basis, prior to the effective date of the qualification standard, may not have their temporary appointment extended or be reappointed on a temporary or permanent basis until they fully meet the basic requirements of the standard.
  • Employees initially grandfathered into this occupation who subsequently obtain additional education and/or licensure/registration/certification, and meet all the basic requirements of this qualification standard, must maintain the required credentials as a condition of employment in the occupation.
  • MRAs who are converted to Title 38 hybrid status under this provision and subsequently leave the occupation lose protected status and must meet the full VA qualification standard requirements in effect at the time of reentry, as a medical records administrator.
• Certification: Persons hired or reassigned to MRA positions in the GS-0669 series in VHA must meet one of the following (please see further below for grade specific certification requirements):
  • Coding Certification through AHIMA or AAPC.
  • HIM Certification through AHIMA.
  • Health Data Analyst Certification through AHIMA

• Experience. One year of creditable experience equivalent to the next lower grade (GS-12) level that demonstrates the KSAs described at that level. Experience includes but limited to: process improvement, plan, justify, develop, evaluate, assess, monitor, and advise on current health information management processes and recommend changes in policies or procedures, determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management, Ability to acquire, manage, analyze, interpret, and transform data into accurate, consistent, and meaningful information.
• Certification. Employees at this level must have a HIM Certification. HIM Certification must be through AHIMA. Current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA).

• 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.

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.