The Battle Creek VA Medical Center is recruiting for an Medical Records Administrator Specialist to function within Health Information Management Service (HIMS) within the Battle Creek VAMC.
Summary
The Battle Creek VA Medical Center is recruiting for an Medical Records Administrator Specialist to function within Health Information Management Service (HIMS) within the Battle Creek VAMC.
first are of consideration will be current permanent Battle Creek VAMC employees
second area of consideration will be current permanent VHA employees
NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below.
Incumbent serves in a developmental capacity as 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, liability issues, advance directives, informed consent, scanning processes, speech recognition, 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. Analyzes work processes and recommends changes to improve performance.
Incumbent assists in writing health information policies and procedures to incorporate new or revised approaches to the management of health information while ensuring thatregulatory requirements are maintained 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.
As a member of the local Revenue Cycle/Charge Services Team, interacts with clinical/ancillary departments to ensure that charge order items, represented by HCPCS/CPT codes, accurately reflect services provided. This includes ensuring charge order items and associated documentation in the health record are accurate, consistent, and reflects the correct service, service date and rendering provider. Coordinates with Revenue Cycle staff on CPT/HCPCS coding and Charge Description Master (CDM) maintenance updates to coincide with the code set updates. Researches the status of encounters and charges requiring additional action and identifies missing charges (e.g., monitoring action required or encounters without charges). Facilitates resolution by coordinating awareness of issues to be resolved for encounters on hold and suspended charges requiring facility actions. Supports validation of clinical data and encounter accuracy through participation in testing. For EHRM transitioned sites, audits data components of encounter data capture for accuracy and completeness, as appropriate per scope of MRAS duties, utilizing reports such as Charges out of Bounds, Suspended Charges and General Ledger reports. Provides clarification and assistance to clinical staff regarding appropriate workload capture. Facilitates correction of clinical documentation issues that result in encounter charge errors. Facilitates correction of registration data errors to ensure encounter accuracy (encounter type, encounter dates, clinical service, insurance, eligibility, etc.). Establishes and maintains effective working relationships with clinical, informatics, administrative, revenue, and other departments to facilitate expeditious resolution of coding issues related to the functionality of the CDM and related interface processes that causes delays in submission of the data.
Participates in facility committees and subcommittees related to health information and provides technical advice when necessary. As part of the local Revenue Cycle/Charge Services Team, collaborates with National Program Offices, Office of Finance, Managerial Cost Accounting Office (MCAO), VAMC, VISN, CPAC, and National Charge Services Teams, as applicable. 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; 08:00AM-4:30PM Virtual: This is a virtual position. Functional Statement #: 93900A. 93901A, 93902A, 93903A Relocation/Recruitment Incentives: Not Authorized
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.
Education or Experience:
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,
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,
Experience/Education Combination. Equivalent combinations of creditable experience and education that equals 100 percent may be used to meet basic requirements.
Certification. Persons hired or reassigned to MRA positions in the GS-0669 series in VHA must meet one of the following:
Coding Certification through AHIMA or AAPC.
HIM Certification through AHIMA.
Health Data Analyst Certification through AHIMA.
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). Please see "Additional Information" Section for more information on Grandfathering Provision.
Grade Determinations:
Medical Records Administration Specialist,GS-5.
Experience. None beyond basic requirements.
Medical Records Administration Specialist, GS-7 Experience. In addition to the basic requirements, one year of creditable experience equivalent to the next lower grade level. OR, Education. 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 out of a possible 4.0 GPA , 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 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, and Abilities:
Knowledge of current classification systems, such as International Classification of Diseases, Current Procedural Terminology, and the Healthcare Common Procedure Coding System.
Ability to effectively communicate (written and verbal) with medical center staff, patients, and external entities.
Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis [of health information.
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.
Ability to work independently, adapt to shifting priorities, and meet deadlines.
Medical Records Administration Specialist, 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, and Abilities:
Knowledge of medical and legal requirements related to health information management and health records.
Ability to provide technical advice and guidance on health information management practices.
Skill in extracting data from various sources and analyzing health information to create reports.
Skill in researching, interpreting, and applying health information management guidelines.
Knowledge of performance and process improvement techniques to develop new or improved solutions in health information management.
Medical Records Administration Specialist 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 Knowledges, Skills, and Abilities:
Skill in performance and process improvement techniques to develop and implement new or improved solutions in health information management.
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.
Ability to plan, justify, develop, evaluate, assess, monitor, and advise on current health information management processes and recommend changes in policies or procedures.
Ability to 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
The full performance level of this vacancy is 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.
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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.
Additional information
During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.
This job opportunity announcement may be used to fill additional vacancies.
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.
If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
Remote: This position is designated as remote. Remote work is defined as full-time employment conducted outside of a VA facility or in VA-leased spaces. The option for remote work will be assessed continuously, and the selected individual may need to return to a VA office if required. Applicants must live within 50 miles of one of our facilities as they may be subject to the RTO order.
Grandfathering Provision. All persons employed in VHA as an 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.
Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.
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, 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.
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.
To apply for this position, you must provide a complete Application Package which includes:
Resume
SF-15
SF-50/ Notification of Personnel Action
Please upload your most recent SF50 along with any other SF50s that support time in grade.
Special Note for Applications: To complete your application, please use the following link https://vacareers.va.gov/wp-content/uploads/sites/5/Resume.docx to download the standard Clinical Resume Document. This one-page document does not need to be modified and must be uploaded into the two-page restricted 'Resume' document upload field.
Your full resume/CV may be uploaded without page limitation into the 'Other' document upload field.
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.
Cover Letter
DD-214/ Statement of Service
Disability Letter (Schedule A)
Disability Letter (VA)
License
Other (1)
Other (2)
Other (3)
Performance Appraisal
Professional Certification
Resume
Separation Notice (RIF)
SF-15
SF-50/ Notification of Personnel Action
Transcript
Veterans' preference does not apply for internal or other current permanent Federal agency employees.
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 02/26/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12890113.
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.
"VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being."
Battle Creek VA Medical Center
5500 Armstrong Road
Battle Creek, MI 49037
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.
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.
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
To apply for this position, you must provide a complete Application Package which includes:
Resume
SF-15
SF-50/ Notification of Personnel Action
Please upload your most recent SF50 along with any other SF50s that support time in grade.
Special Note for Applications: To complete your application, please use the following link https://vacareers.va.gov/wp-content/uploads/sites/5/Resume.docx to download the standard Clinical Resume Document. This one-page document does not need to be modified and must be uploaded into the two-page restricted 'Resume' document upload field.
Your full resume/CV may be uploaded without page limitation into the 'Other' document upload field.
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.
Cover Letter
DD-214/ Statement of Service
Disability Letter (Schedule A)
Disability Letter (VA)
License
Other (1)
Other (2)
Other (3)
Performance Appraisal
Professional Certification
Resume
Separation Notice (RIF)
SF-15
SF-50/ Notification of Personnel Action
Transcript
Veterans' preference does not apply for internal or other current permanent Federal agency employees.
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 02/26/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12890113.
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.
"VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being."
Battle Creek VA Medical Center
5500 Armstrong Road
Battle Creek, MI 49037
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.
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.
Fair and transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
