Clarification from the agency

NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below. 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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Incumbent serves as a technical specialist in health information related matters. Incumbent provides advice and guidance on the HIM program in relation to issues such as, but not limited, to documentation requirements for coding/billing, liability issues, advance directives, informed consent, scanning processes, release of information, and record control processes. Conducts research and coordinates projects and studies of record systems. Produces management reports from studies and develops an action plan. Determines the scope of the study, formulates a plan of action, and produces management reports. Analyses work processes and recommends changes to improve performance Assists in writing and maintaining health information policies and procedures that reflect new or revised approaches to management of health information and contribute to ensuring that regulatory requirements are met when revising policies and procedures. Assists in all areas of HIM to be able to provide suggestions on process improvement and turnaround times. Incumbent assists in conducting quality assurance studies of health records. Assists in performing work related to all areas of HIM as well as collaborates with other departments within the medical center and VISN to improve performance and patient care. Compiles, reviews, abstracts, analyzes, and interprets medical/legal data incidental to a variety of patient care and treatment activities. Reviews HIM processes and record review systems to maintain or improve turnaround time and the quality of data collection. Assures the accuracy and timeliness of the capturing of patient services charges (workload) in accordance with all applicable laws and regulations. Participates in facility committees and subcommittees related to health information and provides technical advice when necessary. Participates in training related to VHA Healthcare Information Systems such as the electronic health record (EHR) and other software packages as they relate to HIM job functions.

Work Schedule: Monday-Friday 7:30AM - 4:00PM
Compressed/Flexible:Not Authorized
Virtual: This is not a remote position.
Functional Statement #: 000000 Medical Records Administration Specialist GS-5/7/9/11
Relocation/Recruitment Incentives: Not Authorized
EDRP Authorized: Not Authorized
Permanent Change of Station (PCS): Not Authorized
PCS Appraised Value Offer (AVO): Not Authorized
Financial Disclosure Report: Not required

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.
• 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).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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.
• English Language Proficiency: MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).
• Coding Certification: Mastery certification obtained through the American Health Information Management Association (AHIMA) or the American Association of Professional Coders (AAPC). The specific certification must represent a comprehensive competency in the occupation. Stand-alone specialty certifications do not meet the definition of mastery level coding certification and are not acceptable for qualifications. Certification titles may change and certifications that meet the definition of mastery level coding certification may be added/removed by the above certifying bodies; however, current mastery level coding certifications include: Certified Coding Specialist (CCS), Certified Coding Specialist (CCS) - Physician-based (CCS-P), Certified Professional Coder (CPC), Certified Outpatient Coder (COC), and Certified Inpatient Coder (CIC).
• Health Data Analyst Certification: This certification obtained through AHIMA. The certification must certify mastery in health data analysis. Current health data analyst certification includes Certified Health Data Analyst (CHDA).
• Health Information Management (HIM) Certification: Higher-level health information management certification is obtained through AHIMA. The specific certification must represent a comprehensive competency in the occupation. Titles may change and certifications that meet the definition of HIM certification may be added/removed by the above certifying body. The current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA).
• Education or 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.

May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria).

Grade Determinations: Med Records Admin Specialist:

GS-5: None beyond basic requirements

GS-7: Experience. In addition to the basic requirements, one year of creditable experience equivalent to the next lower grade level.

Education: (Advanced Entry-Level Placement). Applicants who meet the GS-5 grade level may be appointed at the GS-7 grade level, if they possess a bachelor's degree from an accredited college or university in a major field of study in health information management, with an exemplary academic record as demonstrated by:

A 3.0 or higher-grade point average (GPA) out of a possible 4.0 GPA ("B" or better), as recorded on their official transcript or as computed based on four years of education, or as computed based on courses completed during the final two years of the curriculum.
OR,

A 3.5 GPA or higher out of a possible 4.0 GPA ("B+" or better) based on the average of the required courses completed in the major field of study, or the required courses completed in the major field of study during the final two years of the curriculum.

AND,

Demonstrated Knowledge, Skills, & Abilities:
i. Knowledge of current classification systems , such as International Classification of Diseases, Current Procedural Terminology, and [the Healthcare Common Procedure Coding System (HCPCS).
ii. Ability to effectively communicate (written and verbal) with medical center staff, patients, and external entities.
iii. Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis of health information.
iv. Ability to utilize computer applications with varied functions to produce a wide range of reports, to abstract records, collect and analyze data and present results in various formats.
v. Ability to work independently, adapt to shifting priorities, and meet deadlines.

GS-9: Experience: One year of creditable experience equivalent to the next lower grade level that demonstrates the knowledge, skills, abilities, and other characteristics described at that level.
OR,
Education: Education equivalent to two full years of progressively higher level graduate education or a master's degree or equivalent graduate degree from an accredited college or university in a field directly related to health information management.
AND,

Demonstrated Knowledge Skills & Abilities:
i. Knowledge of medical and legal requirements related to health information management and health records.
ii. Ability to provide technical advice and guidance on health information management practices.
iii. Skill in extracting data from various sources and analyzing health information to create reports.
iv. Skill in researching, interpreting, and applying health information management guidelines.
v. Knowledge of performance and process improvement techniques to develop new or improved solutions in health information management.

GS-11: Experience: One year of creditable experience equivalent to the next lower grade level that demonstrates all of the KSAs described at that level.
OR,

Education: Education equivalent to three full years of progressively higher-level graduate education or a Ph.D., or equivalent doctoral degree from an accredited university or college in the field of health information management.
AND,

Demonstrated Knowledge, Skills, & Abilities: 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, statues, 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 acquire, manage, analyze, interpret, and transform data into accurate, consistent, and meaningful information.

References: VA Handbook 5005/130 PART II APPENDIX G33.The full performance level of this vacancy is GS-11. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-5 to GS-11.

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.