Clarification from the agency

Open to all US Citizens. Veterans preference will be applied. NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below.

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The incumbent serves as the Assistant Chief of Health Information Management (ACHIM) in a medical facility of high complexity (level 1), with responsibility for the supervision of all HIM functions. The core duties of this position include but are not limited to:

• Develops policies and procedures and provides advice on the use of health records and health information management.
• Establishes policies, procedures, responsibilities and requirements for HIM-related matters, such as health record documentation, coding and clinical documentation improvement, release of information, file room/scanning, records management, transcription and medical speech recognition, as well as the overall management of health information and Veterans health records.
• Oversees development, 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, developing healthcare data reports and statistical information, for timely and accurate reporting.
• Monitors HIM performance through metrics, productivity measures, benchmarking. and other applicable tools.
• Participates in establishing and implementing strategic facility and HIM Department goals and controlling program activities and cost, budgeting, procurement and property management, to achieve goals and improve processes.
• Monitors and manages HIM workflow to ensure program objectives are met.
• 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.
• Ensures HIM program meets and/or exceed national HIM policies, procedures, and performance metrics.
• Responsible for the administrative management of health records, which includes planning, managing, advising and directing the health information program in accordance with applicable Federal laws, facility by-laws, VHA policy, The Joint Commission (TJC) standards, the Commission on Accreditation of Rehabilitation Facilities (CARF) and other regulatory and accrediting agency standards.
• Provides expertise, guidance, and direction and has responsibilities relative to providing supervision, administrative support, coordination and technical assistance in the planning, development, and maintenance of an effective, comprehensive and integrated HIM Program at this Medical Center.
• Measures ongoing intradepartmental performance by establishing priorities, collecting data, monitoring and reporting outcomes, using valid and reliable techniques to analyze trends and variation, and taking appropriate action based on findings.
• Assists the CHIM in the planning, directing, policy making, organizing and controlling the activities of this department and serves as acting CHIM in the absence of the CHIM.
• Evaluates health records program and independently determines the nature and extent of problem areas.
• Develops recommendations and solutions for program improvement.
• Develops and implements innovative solutions to correct technical, complex problems.
• Clinical support role: 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, release of information, transcription/speech recognition, health information exchange, etc.
• Recommends improvements in health record documentation used to provide patient care, to optimize VERA workload, third party reimbursement and to manage resources.
• Full complement of HIM supervisory responsibility including coding, record completion, file room, scanning, release of information and transcription.
• May oversee the facility Records Manager.

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 identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of
• 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.

• 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.

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.

a. Citizenship. Candidates must be a citizen of the United States. Non-citizens may be appointed when it is not possible to recruit qualified candidates in accordance with 38 U.S.C. § 7407(a).

b. Education or Experience:

(1) 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

(2) 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

(3) 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.

c. Certification. Persons hired or reassigned to MRA positions in the GS-0669 series in VHA must meet one of the following:

(1) Coding Certification through AHIMA or AAPC.

OR

(2) HIM Certification through AHIMA.

OR

(3) Health Data Analyst Certification through AHIMA.

d. Loss of Credential. Following initial certification, credentials must be maintained through rigorous continuing education, ensuring the highest level of competency for employers and patients. An employee in this occupation who fails to maintain the required certification must be removed from the occupation which may result in termination of employment. At the discretion of the appointing official, an employee may be reassigned to another occupation for which he/she qualifies, if a placement opportunity exists.

e. Grandfathering Provision. 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.

f. Physical Requirements. The work is primarily sedentary. There is walking, bending, and reaching required such as filing for locating material, and carrying items such as reports, documents, and supplies. Entering data and word processing on a personal computer may result in physical problems from the effects of repetitive motion and eyestrain.

g. English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).

Grade Determinations: In addition to the basic requirements for employment, the following criteria must be met when determining the grade of candidates.

Medical Records Administrator (Assistant Chief (ACHIM)), GS-12

(a) Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates all the KSAs described at that level.

AND

(b) Certification. Employees at this level must have a HIM Certification.

DEFINITION: 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).

AND

(c) Demonstrated Knowledge, Skills, and Abilities

i. Skill in managing various projects and processes, which includes the ability to develop new or improved solutions to complex technical problems in health information management.
ii. Ability to advise management and staff on a wide range of health information management practices based on current industry standards, policies, statutes, laws, and regulations.
iii. Ability to plan, justify, develop, evaluate, assess, monitor, and/or 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 successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment).
vi. 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.

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-12.

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.