Clarification from the agency

NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below. This announcement is open to current permanent VHA employees ONLY. Current, permanent VA employees must submit their most recent, NON-AWARD SF-50, Notification of Personnel Action, to be considered for this vacancy. Current employees of other Federal agencies, the Public and Veterans should apply to announcement CBSS-13045701-26-PN

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The incumbent serves as the Assistant Chief of Health Information Management (ACHIM) in a medical facility of complexity level 2 or 3, with responsibility for the supervision of all HIM functions. Is a full assistant to the Chief of Health Information Management (CHIM).

Duties of the position include:

• Provides effective audits and monitors for all areas of responsibility, assuring that accurate and timely data is processed by all employees. Reviews work accomplished and assesses quality, quantity, accuracy and timeliness of work produced by each employee. Ascertains problems encountered and takes corrective action.
• Keeps current on emerging issues and trends in the HIM field, including process improvement initiatives for HIM, the electronic health record, coding, health record documentation analysis, transcription/speech recognition, release of information, file room/scanning programs, and health information exchange.
• Develops performance standards and conducts performance evaluations. Develops and conducts competency assessments.
• Responsible for carrying out established personnel functions and practices. Keeps employees informed about important aspects of personnel management programs. Formulates and initiates performance standards.
• Keeps the CHIM, management and clinical staff abreast of changing technology in electronic systems used to collect, process, code, protect and store health information.
• Interviews prospective employees, recommends selection, and carries out training and development of assignments, awards or disciplinary action. Approves leave and establishes work schedules. Implements provisions of EEO programs to ensure fair and equal treatment for all employees.
• Assists the CHIM with the development, evaluation and updating of office procedures, manuals, policies and directives.
• Training programs developed and conducted by employee may include medical terminology, health record documentation requirements, coding, transcription, records management, release of information, Privacy Act and HIPAA.
• Incumbent in this position provides consultation and management support to the above units to ensure smooth operation of a customer-focused, forward-thinking and efficiently managed department.
• In the absence of the CHIM, incumbent functions as Acting Chief of the Section and is responsible for overall management of the Sections' program and function.
• Provides administrative support to other HIM Supervisors/Leads by aiding in the selection, training and evaluation of section employees.
• Provides technical guidance to the various HIM unit supervisors and lead clerks while providing support of each unit in the absence of the section supervisor. Additionally, is responsible for determining the need for and extent of training personnel outside HIM with regard to the health record and its format.
• Incumbent aids with the overall effective administration and planning of the HIM program throughout all areas of the facility in order to give maximum support to the staff in the treatment of patients.

Work Schedule: Monday-Friday, 8:00 am to 4:30 pm
Telework: Ad-hoc only
Virtual: This is not a virtual position.
Functional Statement #: 000000
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.
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• 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 identification for employment.
• Must pass pre-employment physical evaluation.
• 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.
• 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

Note: HIMs Certification is required for all positions above the full performance level.

Specialized Experience: In addition to the basic requirements, applicants must meet the following criteria to qualify at the GS-11 grade level. Experience includes but not limited to: At least 1 year of creditable experience equivalent to the next lower grade level (GS-09) that demonstrates the Knowledge, Skills, and Abilities described at that level Certification: As this is considered the full performance level for MRA positions(MRA/HIM Specialist). MRAs work independently in day-to-day assignments. They perform data mining; complex data analysis; and interpret and transform data into accurate, consistent, and timely information in support of the business and operational needs of the HIM department and the organization. They present findings and recommendations to the Chief of HIM (CHIM) and facility leadership. MRAs perform workflow analyses, recommend process improvements, identify and implement best practices, and implement changes as needed to improve the productivity and quality controls of the HIM department. In addition to the above mentioned specialized experience, your resume should demonstrate the GS-9 Knowledge Skills and Ability (KSAs) below:

• 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.

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:
Medical Records Administrator Assistant (Chief (CHIM), GS-11. This assignment is considered above the full performance level.

(a) Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates all the KSAs described at that level. OR
(b) 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
(c) Certification. Employees at this level must have a HIM Certification.
(d) 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 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 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 in the range of GS-11.

Physical Requirements: The work is primarily sedentary. Light lifting and carrying of files/folders may be required. Requires walking, sitting, standing for long periods of time.

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.