Summary Medical Records Administrator (Assistant Chief (ACHIM)) performs or supervises work concerned with the management of a medical record program or the provision of services related to medical record administration/health information services. MRAs manage, preserve, analyze, and supervise the use of diagnostic and therapeutic medical records/health information management. They develop policies and procedures and provide advice on the use of medical records and health information management. Responsibilities Duties of the Medical Record Administrator (Assistant Chief (ACHIM)) include, but are not limited to: 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 HIM functions. Performs both technical and administrative, for the daily operation of the HIM department. Acts as assistant to the Chief, HIM. Assists the Chief of Health Information Management (CHIM) in planning, directing, policy making, organizing and controlling the activities of this department and serves as acting CHIM in the absence of the CHIM. 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. Assists CHIM with collecting and processing data for various reports, surveys, and research projects. Advises on what material is available, how it may be obtained and the uses that can be made of the information while protecting the confidentiality of the record. Aids in a variety of projects and is responsible for screening, abstracting and tallying data from records and computer-generated reports. Serves as a consultant to provide guidance and advise researchers on methods for gathering data. Assists in selected miscellaneous retrospective health record review/data abstraction projects to support medical center Quality Management data collection activities. Provides technical guidance to the unit supervisors and lead clerks while providing support to each unit in the absence of the section supervisor. Provides expertise in subpoenas, court orders, advance directives, and general release of information, as well as other medico-legal issues. Prepares training materials and participates in orientation and instructional activities as required. Advises management and hospital staff members on policies, procedures, and adequacy of record content, and on training and teaching of clerical personnel in health record functions. Participates in various health record review activities. Assists the CHIM with the development, evaluation, and updating of office procedures, manuals, policies and directives. Assists in providing 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. 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. Provides effective audits and monitors for all areas of responsibility, assuring that accurate and timely data is processed by all employees. Develops performance standards and conducts performance evaluations and develops and conducts competency assessments. Carries out established personnel functions and practices. Formulates and initiates performance standards. Interviews prospective employees, recommends selections, and carries out training and development of assignments, awards or disciplinary action and approves leave and establishes work schedules. Implements the EEO programs to ensure fair and equal treatment for all employees. Coordinates monthly staff meetings and prepares timely/accurate minutes. Participates in various facility, VISN and national committees requiring health information management subject matter expertise. Prepares reports and presentations on data to the committee(s). Develops and updates policies pertaining to committee function, health record review activities, and HIM. Ensures that health record review activities are consistent with the requirements. Advises committee, management and staff on adequate health record documentation, health information services, and computerized patient records based on current statutes and standards. Coordinates Medical Record Committee (or equivalent) meetings. Assists physicians and other health care professionals with research projects and education in regard to VA HIM requirements/procedures. Assists the CHIM in identifying and setting short- and long-range goals, program objectives and tasks to meet the mission and vision of the medical center. Demonstrates skill in budgeting, contracting, procurement and property management. Work Schedule: Monday - Friday, 8:00 am - 4:30 pm, subject to change based on the needs of the facility. Telework: Available (ad-hoc only) Virtual: This is not a virtual position. Functional Statement #: 564-01459 Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not Authorized Requirements 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. 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). 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: Must be proficient in spoken and written English according to 38 U.S.C. § 7403(f). 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: Coding Certification through AHIMA or AAPC. Coding Certification. Mastery certification obtained through the American Health Information Management Association (AHIMA) or the American Association of Professional Coders (AAPC). To be acceptable for qualification, the specific certification must represent a comprehensive competency in the occupation. Stand-alone specialty certifications do not meet the definition of mastery level coding certification and are not acceptable for qualifications. Certification titles may change and certifications that meet the definition of mastery level coding certification may be added/removed by the above certifying bodies; however, current mastery level coding certifications include: Certified Coding Specialist (CCS), Certified Coding Specialist (CCS) - Physician-based (CCS-P), Certified Professional Coder (CPC), Certified Outpatient Coder (COC), and Certified Inpatient Coder (CIC). OR, HIM Certification through AHIMA. 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). OR, Health Data Analyst Certification through AHIMA. Health Data Analyst Certification. This is limited to certification obtained through AHIMA. To be acceptable for qualifications, the specific certification must certify mastery in health data analysis. Certification titles may change and certifications that meet the definition of health data analyst certification may be added/removed by the above certifying body; however, current health data analyst certification includes Certified Health Data Analyst (CHDA). NOTE. HIMs Certification is required for all positions above the full performance level. 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 (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. 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 Preferred Experience: None 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. Physical Requirements: Physical aspects associated with work required of this assignment are typical for the occupation, see Duties section for essential job duties of the position. May require standing, lifting, carrying, sitting, stooping, bending, puling, and pushing. May be required to wear personal protective equipment and undergo annual TB screening or testing as conditions of employment. Work Environment: Work is performed in an office/clinic setting with minimal risks that requires normal safety precautions; the area is adequately lighted, heated, and ventilated. However, the work environment requires someone with the ability to handle several tasks at once in sometimes stressful situations. Education 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. 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. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.
