Supervisory Medical Records Administrator

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met. 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: (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. 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. NOTE. See paragraph 2a above for a detailed definition of Coding Certification. OR, (2) HIM Certification through AHIMA. NOTE. See paragraph 2d above for a detailed definition of HIM Certification. OR, (3) Health Data Analyst Certification through AHIMA. NOTE. See paragraph 2c above for a detailed definition of Health Data Analyst 4 Certification. NOTE. HIMs Certification is required for all positions above the full performance level. 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. Grandfathering Provision.] [ ] All persons employed in VHA [as an MRA] are considered to have met all qualification requirements for the title, series, and grade held, including positive education, and [registration and/or] certification [ ] that are part of the basic requirements of the occupation. For employees who do not meet all the basic requirements [ ] in this standard, but who met the qualifications applicable to the position at the time they were appointed [ ], the following provisions apply: [(1)] Such employees [ ] may be reassigned, promoted up to, and including, the full performance ([journeyman]) level, or [changed to lower grade] within the occupation, but may not be promoted beyond the [journeyman] level or placed in supervisory or managerial positions. [(2)] Employees who [were] appointed on a temporary basis, prior to the effective date of the qualification standard, may not have their temporary appointment extended or be reappointed on a temporary or permanent basis until they fully meet the basic requirements of the standard. [(3)] Employees initially grandfathered into this occupation who subsequently obtain additional education and/or licensure/[registration/]certification[, and] meet all the basic requirements of this qualification standard, must maintain the required credentials as a condition of employment in the occupation. [(4) MRAs who are converted to title] 38 [hybrid status] under this provision [and subsequently leave the] occupation [lose] protected status and must meet the full VA qualification standard requirements in effect at the time of reentry [, as a medical records administrator]. 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. NOTE. See paragraph 2d of this appendix for detailed definitions of HIM Certification. AND Demonstrated Knowledge, Skills, and Abilities i. Ability to [determine] and [evaluate compliance] with [legal, ethical, and regulatory guidelines] and [accrediting bodies, as they apply to health information] management. ii. Skill in [evaluating,] developing [and implementing] new policies [,] procedures, [and] programs. iii. 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. iv. Ability to develop and conduct training on health information management programs, policies, procedures, and performance improvement activities. v. Ability to effectively procure and manage HIM resources (i.e. space, staffing, education, budget, etc.). 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. vii. Customer service skills necessary to effectively communicate (written and verbal) and interact with all levels of hospital personnel, physicians, patients, and outside agencies. viii. Ability to deal effectively with sensitive and/or complex situations. Preferred Experience: Preferred supervisory experience (medical coding and medical records-VHA). Reference: VA Handbook 5005/15, Part II, Appendix G33, Medical Record Administrator Qualification Standard, which can be found in your local Human Resources Office. The full performance level of this vacancy is GS-12. The actual grade at which an applicant may be selected for this vacancy is GS-12. Physical Requirements: The work is primarily performed in an office environment and requires alternating periods of walking and sedentary work. Manual dexterity is required for operating office equipment. Typing and computer operation may involve long periods of hand and wrist movement. Work is performed primarily in an office setting which is adequately lighted, temperature controlled, and ventilated. Office temperatures fluctuate periodically.
This position serves as the Supervisory MRA (Chief of Health Information Management System (HIMS)) of the Health Administration Service (HAS) at the Veterans Affairs Pacific Islands Health Care System (VAPIHCS). Supervisory Medical Record Administrators (Chief HIMS) are delegated full program management and supervisory responsibility to direct professional (MRA), technical (MRT), and other support staff in medical health information work.