Clarification from the agency

This job is open to current permanent Department of Veteran Affairs employees and current permanent Federal employees of other agencies. NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below.

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Major duties include, but are not limited to:

• Establish policies, responsibilities, and requirements for HIM related matters, such as health record documentation, coding and clinical documentation improvement, records management, release of information, file room/scanning, transcription and medical speech recognition, as well as the overall management of health information and Veterans health records.
• Assists the CHIM in identifying and setting short-range and long-range goals, program objectives, and tasks to meet the mission and vision of the medical center.
• Assist with planning, developing, directing, and evaluating health information and other functions.
• Oversee implementation and adherence to HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies.
• Ensures the facility is in compliance with applicable standards by completing HIM audits, healthcare data reports, and statistical information, for timely and accurate reporting.

Work Schedule: Monday-Friday 8:00am-4:30pm
Telework: Not Available
Virtual: This is not a virtual position.
Functional Statement #: 517-26708-F
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized

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.
• Must pass pre-employment physical examination.
• 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

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. 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. 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: Coding Certification through AHIMA or AAPC. OR, HIM Certification through AHIMA. OR, Health Data Analyst Certification through AHIMA.
• English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).

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).

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:

1. 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.
2. 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.
3. 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.
4. 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

Grade Determinations:

Medical Records Administrator, (Assistant Chief (ACHIM)), GS-11

Experience. One (1) year of experience equivalent to the next lower grade (GS-9). Examples of specialized experience include but are not limited to:
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. 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. AND
Certification. Health Information Management (HIM) Certification.Employees at this level must have a 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)

Medical Records Administrator, (Assistant Chief (ACHIM)), GS-11

In addition to the experience above candidates must also demonstrate the following:
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, statutes, laws, and regulations.
• Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies as they apply to health information management.
• Ability to plan, justify, develop, evaluate, assess, monitor and/or advise on current HIM processes and recommend changes in policies or procedures.
• Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment).
• 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.

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

The full performance level of this vacancy is GS-11. The actual grade at which an applicant may be selected for this vacancy is GS-11.

Physical Requirements: See VA Directive and Handbook 5019, Employee Occupational Health Services.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Eligible applications will be reviewed and referred in the following order:

1. Current permanent VA employees of the facility.
2. All other VA employees.
3. Current permanent Federal employees of other agencies.

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.