Summary The Charleston VA Healthcare System is seeking a Medical Records Administrator, (Assistant Chief (ACHIM))! This position is in the Health Information Management (HIM) Section of Health Administration Service at the Charleston VA Medical Center. Medical Records Administrators (MRAs) in VHA perform or supervise work concerned with the management of a health record program or the provision of services related to medical record administration/health information services. Responsibilities This assignment serves as the Assistant Chief of Health Information Management (ACHIM) in VA Medical Centers designated as complexity level 1a as designated in the VHA Facility Complexity Model Listing. The ACHIM assists the Chief HIM (CHIM) in establishing policies, responsibilities, and requirements for health information management (HIM) related matters, such as health record documentation, coding and clinical documentation improvement, release of information, and file room/scanning, as well as the overall management of health information and Veterans health records. Major duties may include, but are not limited to: The incumbent serves as the Assistant Chief of Health Information Management (ACHIM) in a medical facility of complexity level 1a, with responsibility for the supervision of all HIM functions. Is a full assistant to the Chief of Health Information Management (CHIM). 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. 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. Implement 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. May be required to develop training materials and continuing education programs. Training programs developed and conducted by employees 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. 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. Performs audits and analyses, preparing and presenting findings and recommendations to the CHIM, Service Line Leaders and designees. Designs and perform quality improvement projects regarding HIM issues. Analyzes, interprets, and trends findings of quality improvement monitors (Health Record Review for Clinical Pertinence, Resident Supervision Monitor, etc.). Prepares monthly/quarterly reports for presentation to the medical staff and medical center management. Based on these findings, ACHIM makes recommendations and persuades physicians/service chiefs to adopt proposals that result in necessary policy or procedural changes. The incumbent aids in a variety of projects and is responsible for screening, abstracting and tallying data from records and computer-generated reports. Assists in selected miscellaneous retrospective medical record review/data abstraction projects to support medical center Quality Management data collection activities. Advises staff in problem areas about quantitative and qualitative analysis of health records and determines acceptability of content. Consults with physicians and other clinicians regarding health record deficiencies as appropriate. Assists with the retrieval, review, analysis and reporting of HIM performance monitors and other medical record review topics. Work Schedule: Monday - Friday 8:00am-4:30pm Telework: Available Virtual: This is not a virtual position. Functional Statement #: 60513F 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. 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 dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. 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). 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 BASIC REQUIREMENTS. Citizenship. [Candidates must be a citizen] of the United States. Non-citizens may be appointed when it is not possible to recruit qualified candidates in accordance with 38 U.S.C. § 7407(a). b. Education or Experience: 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. HIM Certification through AHIMA. Grade Determination: Medical Records Administrator (Assistant Chief (ACHIM)), GS-12 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. Certification. Employees at this level must have a HIM Certification. 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. 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 will be selected for this vacancy is GS-12. Preferred Experience: Experience leading an HIM department or served as a Medical Records Administrator. At least three years of VHA HIMS experience. Proven ability to implement process improvements for HIMs operations, workload management, metric tracking, and accountability systems. Possesses a strong background in staff and provider education and engagement, with a focus on building sustainable systems that promote compliance, quality outcomes, and continuous improvement. Experience in building high-performing teams, fostering collaboration, and addressing resistance to change. Physical Requirements: See VA Directive and Handbook 5019. 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 for 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.
