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Medical Records Administrator-Assistant Chief Supervisor

Department of Veterans Affairs
Veterans Health Administration
This job announcement has closed

Summary

This position is located in the Health Information Management (HIM) Section of the Health Administration Service at the Sioux Falls VA Health Care Systems (SFVAHCS). The incumbent serves as the Assistant Chief with responsibility for the supervision of HIM functions.

Overview

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Job canceled
Open & closing dates
11/22/2022 to 12/14/2022
Salary
$66,214 to - $86,074 per year

A recruitment/relocation incentive has been authorized for highly qualified applicants.

Pay scale & grade
GS 11
Location
Sioux Falls, SD
1 vacancy
Remote job
No
Telework eligible
No
Travel Required
Not required
Relocation expenses reimbursed
No
Appointment type
Permanent
Work schedule
Full-time
Service
Excepted
Promotion potential
None
Supervisory status
Yes
Security clearance
Other
Drug test
No
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Trust determination process
Announcement number
CBSY-11741890-23-GPA
Control number
690777100

This job is open to

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Clarification from the agency

This announcement is open to the public and employees of other Federal agencies.

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Duties

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A recruitment/relocation incentive has been authorized for highly qualified applicants.

Incumbent is charged with full responsibility, both technical and administrative, for the daily operation of the HIM department which consists of all functions of medical record activities related to coding, analyzing, transcription, release of information, file room and scanning programs. 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.

Assists in the coordination of implementation of processes related to the computerized medical record. Serve as the HIMS subject matter expert and consultant on issues related to the understanding and interpretation of health information processes system wide.

Demonstrates comprehensive knowledge of medical, legal, privacy and confidentiality requirements affecting all facility health related records by interpreting, implementing and applying knowledge pertinent to health records.

Manage and supervise the daily operations of HIM. Perform duties related to correction of erroneous documentation, record amendments, reassignment of notes, etc. to ensure a complete and accurate health record.

Work is of an analytical, evaluative, and creative nature, and incumbent is responsible for keeping abreast of changes that are constantly being made in the health information field as well as allied medical fields and applying the information and knowledge gathered to the operations of the hospital.

The incumbent prepares training materials and provides training for HIMS, clinical and administrative staff and participates in orientation and instructional activities as needed.

Assists the Chief HIM with the development, evaluation, and updating of office procedures, manuals, policies and directives. Develops policies and procedures for administering the HIM program in order to improve program effectiveness and/or apply newly developed programs or theories to problems that require new approaches.

Performs 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. Reviews, analyzes and reports HIMS performance monitors. Develops and performs quality improvement projects regarding HIMS issues.

The incumbent shares responsibility with the Chief HIM for collecting and processing data for various reports, surveys, and research projects; for preparing reports and recommendations for review and consideration by the Chief, Business Office Manager and upper management concerning the immediate needs as well as the long range goals of the department; for recommending equipment and staffing needs.

Develops performance standards and conducts performance evaluations. Develops and conducts competency assessments. Keeps employees informed about important aspects of personnel management programs. Formulates and initiates performance standards. Interviews prospective employees, recommends selections, and carries out training and development of assignments, awards or disciplinary action. Approves leave and establishes work schedules.

Participates in various facility, VISN and national committees requiring health information management subject matter expertise. Is responsible for reports preparation and presentation of data to the committee(s). Is responsible for developing and updating policies pertaining to committee function, health record review activities, and HIM.

Assists with coordination of Medical Record Committee meetings. Assists in coordinating/completing timely routine and non-routine reports.

Works cohesively with HIM staff, Chief of HIM, providers and other staff in implementation of Clinical Documentation Improvement program. Assists in leading the CDI effort for the facility by continually developing the program and ensuring collaboration between the coding and CDI staff along with the providers.

In the absence of the Chief HIM, incumbent functions as Acting Chief of HIM, and is responsible for the overall management of the Section's program and function.

Work Schedule: Monday-Friday 8am-4:30pm
Telework: ADHOC
Virtual: This is not a virtual position.
Functional Statement #: 000000
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Requirements

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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.
  • You may be required to serve a probationary period.
  • Subject to background/security investigation.
  • Selected applicants will be required to complete an online onboarding process.
  • 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).
  • Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

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.

English Language Proficiency. MRAs must be proficient in spoken and written English in accordance with chapter 2, section D, paragraph 5a, this part.

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.

Certification: Employees at this level must have a HIM Certification.
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).

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).

Preferred Experience: Registered Health Information Technologist (RHIT) or Registered Health Information Administrator (RHIA)

Grade Determinations: GS-11:
Experience: Must have one year of creditable experience equivalent to the next lower grade level that demonstrates all 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.
AND
Certification. Employees at this level must have a HIM Certification.
AND
Demonstrated knowledge, skills, and 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, statutes, 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 plan, justify, develop, evaluate, assess, monitor and/or advise on current HIM processes and recommend changes in policies or procedures.
vi. Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment).
vii. 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.

Assignments. This assignment is considered above the full performance level. This assignment serves as the Assistant Chief of Health Information Management (ACHIM) in VA Medical Centers designated as complexity level 2 or 3 as designated in the VHA, "2014 Facility Complex Model". The ACHIM assists the Chief HIM (CHIM) in establishing 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. The ACHIM 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. They monitor and manage HIM workflow to ensure program objectives are met. They also assist with planning, developing, directing, and evaluating health information and other functions. They oversee implementation and adherence to HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies. The ACHIM ensures the facility is in compliance with applicable standards by completing HIM audits, healthcare data reports, and statistical information, for timely and accurate reporting. They establish, implement, and monitor HIM performance through metrics, productivity measures, benchmarking, and other applicable tools. This MRA position ensures quality and efficiency for all areas and processes of the HIM department.

Education

IMPORTANT: A transcript must be submitted with your application if you are using it for all or part of your qualifications.

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Additional information

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.

The VA Midwest Health Care Network 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.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

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, résumé, 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.

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