Clarification from the agency

Applicants will be referred in the following order: First - Current Permanent Boise VA Health Care System Employees; Second- Health Professions Trainee (HPT).

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Duties include but are not limited to the following:

• Incumbent assists the CHIM in the effective administration and planning of the health information management program throughout all areas of the facility, in order to give maximum support to the staff in the treatment of patients and its research programs.
• Keeps current on emerging issues and trends in the health information management field, including process improvement initiatives for HIM, the electronic health record, coding and computer assisted coding, the revenue cycle, release of information and privacy issues, records management, transcription and data entry, and data exchange. Keeps the CHIM, management and clinical staff abreast of
  changing technology in electronic systems used to collect, process, code, protect and store health information.
• 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.
• 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. 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.
• Provides administrative support to HIM leads by aiding in the selection, training and evaluation of section employees. Provides technical guidance to the various HIM units and lead clerks while providing support of each unit. Additionally, is responsible for determining the need for and extent of training personnel outside HIM with regard to the medical records and its format.
• Assists the CHIM with the development, evaluation and updating of office procedures, manuals, policies and directives. May be required to develop training materials and continuing education programs. Training programs developed and conducted by employee may include medical terminology, medical record documentation requirements, coding, transcription, records management, release of information, Privacy Act and HIPAA. Assistance is also provided in formal and informal service training and orientation of house staff as well as other members of the health care team regarding medical record functions and quality content.
• 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.
• Performs audits and analyses, preparing and presenting findings and recommendations to the CHIM, Service Line Leaders and designees.
• Designs and implements a program to measure compliance with documentation standards for all areas of the medical center including: inpatient, outpatient, home health, long term care, behavioral health, rehabilitation and fee basis. Keeps abreast on training of TJC, VA and Hospital and VISN documentation policies.
• The incumbent aids in a variety of projects and is responsible for screening, abstracting and compiling data from records and computer-generated reports. May serve as a consultant to provide guidance and advise researchers on methods for gathering data. Assists in selected miscellaneous retrospective medical record review/data abstraction projects to support medical center Quality Management data collection activities.

Work Schedule: Monday-Friday, 7:30am to 4:00pm
Telework: Not Available
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
• 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 trial period.
• 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).
• Successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights and responsibilities, visit e-verify.gov

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.
• 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. 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:
  • (1) Coding Certification through AHIMA or AAPC.
  • (2) HIM Certification through AHIMA.
  • (3) 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).

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

• Experience or Education:
  • Experience. 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 Knowledges, Skills, and Abilities:
  • i. Skill in performance and process improvement techniques to develop and 9 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.

Preferred Experience: Has extensive knowledge of medical record technology theories, methods, procedures, and techniques for assigned areas. Has extensively communicated tactfully and effectively, both orally and in writing, in order to meet program objectives. This may include preparing reports in various formats and presenting data to various organizational levels. Has extensively analyzed the medical record to identify all pertinent diagnoses and procedures for coding, and to evaluate the adequacy of the documentation. This includes the ability to read and understand the content of the medical record, the terminology, the significance of the comments, and the disease process/pathophysiology of the patient. Has extensively interpreted and adapted health information guidelines and ability to use judgment in completing assignments using incomplete or inadequate guidelines. Has extensive project management and process improvement, which includes the ability to develop new or improved solutions to complex technical problems in health information management.

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

Physical Requirements: The work is mostly sedentary. Some bending and walking is involved when pulling charts or filing paperwork. There is minimal amount of time spent lifting medical records (up to five pounds). There is minimal amount of time spent preparing boxes (whose weight typically exceed 20 pounds) of medical records for shipment. The nature of the work may result in mental stress to the employee.

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.