Summary The Supervisory Medical Record Administrator (Chief HIM) is delegated full program management and direct supervisory responsibility for 3 Medical Records Technicians Coders, 3 Release of Information (ROI) professionals, and 7 File Clerks. MRAs in this assignment provide critical technical advice, planning, and evaluation about health information management issues impacting the overall facility and program on a regular and recurring basis. Responsibilities Duties will include, but are not limited to: 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 standards, the Commission on Accreditation of Rehabilitation Facilities (CARF), and other regulatory and accrediting agencies. 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. Responsible for auditing of all HIM functions and ensuring appropriate compliance. Responsible for all facets of health records management for the facility ensuring maintenance of complete, accurate, timely, clinically-pertinent, and readily-accessible patient health records. Develops policies, processes, and procedures that address all VA, Federal, regulatory, and accrediting requirements for HIM. Develops and implements innovative solutions to correct technical, complex problems. Provides technical expertise in health records science and other very technical aspects of health information. Maintains all health information input into the local VistA database and assures timely transmission of that data into all VA centralized databases - most frequently those maintained at the Austin Data Processing Center. Clinical support role: Is a key advisor to the Chief of Staff, Executive Leadership, and clinicians and is responsible for providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, patient privacy and confidentiality, etc. Recommends improvements in documentation used to provide patient care, to optimize VERA workload, third party reimbursement and to manage resources. Represents HAS and the Associate Director and acts as subject matter expert at the facility-wide Health Records Committee. In this capacity, advises the committee on health record issues; including VA requirements, The Joint Commission standards, CARF, record retrieval processes, health record components, systems, goals, electronic records, etc. All aspects of risk management depend upon health information and its documentation. Is a key member of the Quality Improvement (QI) team, works closely with QI personnel, and is responsible for assuring that the facility is following all The Joint Commission and CARF standards. Is responsible for leading the automation of all health information systems. Working closely with Information Technology (IT) and Clinical Informatics, the incumbent must guide the automation of health record documentation, health record tracking, and physician incomplete record tracking. As a resource for the institution, conducts training programs in health information management, medical terminology, health record documentation, and medico-legal matters. Incumbent is responsible for establishing formal affiliation with university programs in health information and precepting students from such programs. Is responsible for coordinating health information training for medical school students and residents to achieve conformance with prescribed standards. Provides direct support to Regional Counsel. Will provide consultation services to members of the Counsel's staff in areas dealing with health information. Has the full complement of HIM supervisory responsibility including coding, file room, scanning, release of information, and transcription and which consists of a mixture of HT38 (675 and 669) and TS positions. Is responsible for directing the operations of all personnel working within the HIM program and is regularly involved in labor relations and budget management. Performs the administrative and personnel management functions relative to staff supervised. Establishes guidelines and performance expectations for staff. Observes workers' performance; demonstrates and conducts work performance critiques and auditing. Provides informal feedback and periodically evaluates employee performance in VA established timelines. Resolves informal complaints and grievances. Develops work improvement plans, recommending personnel actions as necessary. Responsible for developing emergency management service level preparedness plan for the HIM section and coordinate with VA Emergency Manager. Work Schedule: Monday Thru Friday 8:00am-4:30pm. Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: 000000 Recruitment/Relocation Incentives: May be 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. 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). 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 NOTE: THE 2-PAGE RESUME REQUIREMENT DOES NOT APPLY TO THIS OCCUPATIONAL SERIES. FOR MORE INFORMATION, REFER TO REQUIRED DOCUMENTS BELOW. To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement. 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. See 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: HIM Certification through AHIMA. 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. Grade Determinations: Medical Records Administrator (Chief (CHIM)),GS-12, Experience: One year of creditable experience equivalent to the next lower grade level that demonstrates the KSAs described at that level. AND Certification. Employees at this level must have a HIM Certification. *In addition, the candidate must demonstrate the all following KSAs: Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management. Skill in [evaluating, developing and implementing new policies ,procedures, and programs. Ability to provide program [oversight, including advisory and technical expertise on a range of health information management practices and guidelines to staff at various levels. Ability to develop and conduct training on health information management programs, policies, procedures, and performance improvement activities. Ability to effectively procure and manage HIM resources (i.e. space, staffing, education, budget, etc.). 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. Customer service skills necessary to effectively communicate (written and verbal) and interact with all levels of hospital personnel, physicians, patients, and outside agencies. Ability to deal effectively with sensitive and/or complex situations. Assignments: This assignment serves as the CHIM, which] is the highest-level professional position at the facility, with responsibility for the management and direction of the health information management program. [This assignment is only for facilities designated as complexity level 2 or 3 as designated in the VHA, "2014 Facility Complexity Level Model", with full program management and supervisory responsibility to direct professional MRAs, technical MRTs, and other support staff in health information management. CHIMs provide technical advice, planning, and evaluation regarding health information management issues that impact the overall program on a regular and recurring basis. Multi-division, integrated health care systems under the leadership of a single director are considered to be a single facility, with one CHIM. A position with program responsibility over less than the single health care system does not have full program responsibility for the health information management program. The CHIM 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. They oversee implementation and adherence to HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies. They ensure that the facility is in compliance with applicable standards by completing HIM audits, developing healthcare data reports, and statistical information, for timely and accurate reporting. They monitor HIM performance through dashboards, productivity standards, and benchmarking. The CHIM participates in establishing and implementing strategic facility and HIM Department goals, controlling program activity costs, budgeting, procurement, and property management to achieve goals and improve processes. They monitor and manage HIM workflow to ensure program objectives are met. They effectively communicate and negotiate with staff at all levels of the organization. The CHIM communicates with medical center staff and external organizations to promote compliance with regulations, guidelines, policies, and procedures to meet the goal of excellent patient care. They ensure quality and efficiency for all areas and processes of the HIM department. They develop and implement HIM departmental short-term and long-term budgets, to include contracts, equipment, space, training, and staffing plans. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. The actual grade at which an applicant may be selected for this vacancy is GS-12. Physical Requirements: Moderate lifting, 15-44 lbs., moderate carrying, 15-44 lbs., use of fingers and crawling. 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.
