Medical Records Administrator

Company Name:
Department Of Veterans Affairs
United States Citizens Permanent Full Time
Vacancy Identification Number (VIN): 1209019
How would you like to become a part of a team providing compassionate care to Veterans?
The VA Maine Healthcare System is seeking a Chief Health Information Manager to provide leadership, management and supervision for the health information management section and staff under the Business Service Line. We are an employer of choice that is the center of excellence in patient care, education and research. We value Integrity, Commitment, Advocacy, Respect and Excellence. We value you.
OUR MISSION: To fulfill President Lincoln's promise - "To care for him who shall have borne the battle, and for his widow, and his orphan" - by serving and honoring the men and women who are America's Veterans.
As a VA professional, your opportunities are endless. With many openings in the multiple functions of VA, you will have a wide range of opportunities and leadership positions at your fingertips. Not only is it the largest, most technologically advanced integrated health care system in the Nation, but we also provide many other services to Veterans through the Benefits Administration and National Cemeteries. VA professionals feel good about their careers and their ability to balance work and home life. VA offers generous paid time off and a variety of predictable and flexible scheduling opportunities. For more information on the Department of Veterans Affairs, go .
NOTE: The Professional Standards Board (a peer-review group) will review the selected candidate's education and experience and recommend the step at which the candidate will be placedin that specific grade. The salary is based on the grade and step approved for the selected candidate.
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.
Relocation Expenses/Recruitment Incentive: Relocation expenses/recruitment incentives are not authorized for this position.
Must pass pre-employment examination Must be proficient in written and spoken English Background and-or Security Investigation required Selective Service Registration is required for males born after 12/31/1959.
The Medical Records Administrator (also known as the Chief of the Health Information Management Section, HIMS) provides leadership, management and supervision for the HIM Section, and staff assigned. Provides training on electronic health record updates to current staff and new staff. The duties are required in order to provide oversight to a customer-focused, forward-thinking and efficiently managed operation. All health information and medical record functions are essential to the optimal operation of a federally owned and operated health care facility; the execution of some duties are written in and legislated by law. Duties include, but not limited to:
The incumbent is instrumental in the success of the health information management program. This includes establishing goals, planning for the future on a short and long range basis, organizing work to obtain planned objectives, routinely and systematically evaluating HIM activities, recommending and implementing changes as needed, providing leadership, establishing methods of improvement of services or adding new services for more efficient operation of the program or medical center and maintaining an effective internal performance improvement program.
Incumbent develops policies and procedures to comply with new and/or changed programs such as Compliance, Centralized Scanning, Reasonable Charges, Privacy Program and others. To this end, priority is given to timely, valid and reliable data sets, documentation, coding for reimbursement, adherence to health information guiding principles, internal and external monitoring and ongoing training for employees.
- As Coding Supervisor provides data for committee meetings, assists professional staff in the formulation, data retrieval and preparation of period reports and information for teaching and research.
Plan and direct work assignments of employees to ensure expeditious and efficient processing of Coding, Medical Transcription and other HIMS activities.
Evaluate, counsel, and initiate disciplinary action; approve and/or disapprove leave of employees.
Inform employees of policies, procedures, and goals of the HIM department
Assist in the interview/selection process, as well as training for new employees
Incumbent is responsible for determining staffing patterns for the section and reassigning personnel to meet changing conditions. Advises medical staff, management, and others regarding organizational polices, medical, legal requirements for health records. Identifies unusual trends and potential problems, brings them to management's attention with plans and recommendations for improved services.
Directly responsible to the Business Service Line Manager who gives general objectives. Incumbent exercises independent judgment in carrying out duties that are supervisory in nature and has a full range of duties which include assignment of work, completing performance evaluations, selection of staff, disciplinary action and recommendation of awards.
Has complete authority to plan, design and direct the HIM program, which includes providing guidance, clarification, and direction of Medical Coding, Medical File Unit/Centralized Scanning/Records Processing, Transcription, and Release of Information. Employee operates within context of overall agency policy and agency goals. Supervision is performed in relation to outcome and accomplishment to policy requirements.
Analyzes workflow to determine potential problem areas and makes recommendations to correct these areas and improve coordination between the various units. Identifies and recommends ways of eliminating, combining, simplifying, or improving procedures and processes.
Establishes criteria and provides education when dealing directly with physicians, nurses and other providers requesting them to complete or adjust pertinent parts of the records, which are found to be inconsistent or incomplete upon analysis.
Assist and provides guidance to supporting clinical services to capture required medical information on patients for computer database input. Monitor, validates and maintain PTF reports generated by Austin. Selects compiles and trends medical, surgical and statistical data from numerous components of the medical record.
Retrieves and prepares diagnostic and statistical data for various reports required the organization.
WORK SCHEDULE: Monday - Friday, 8:00am to 4:30pm
Citizenship. Be a citizen of the United States.
English Language Proficiency. Must be proficient in spoken and writtenEnglish.
Credentials. Maintenance/possession of an active credential from AHIMA as a Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT).
Experience. At least 1 year of experience comparable to the next lower grade level (GS-11 in Federal Service) that demonstrates the knowledge, skills, and abilities (KSAs) described at that level. In addition, the candidate must demonstrate the following GS-12 level professional knowledge, skills, and abilities and demonstrate the potential to acquire the assignment specific knowledge, skills, and abilities indicated by an asterisk ( ):
Experience - 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; religious; 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.
GS-11 Level KSAs :
1. Skill in project management and process improvement, which includes the ability to develop new or improved solutions to complex technical problems in health information management;
2. Ability to advise management and staff about adequate medical record documentation, health information services, and/or computerized patient records based on current statutes and standards;
3. Ability to plan for, justify, test, assess, and/or advise about the use of current and future software programs or information systems, implement and integrate such products into current health information management processes, and recommend changes in policies or procedures;
4. Ability to interpret, implement, and apply knowledge of privacy and confidentiality requirements affecting individual patient/protected health information;
5. Demonstrated comprehensive knowledge of medical and legal requirements related to both paper and electronic medical records;
6. Ability to communicate and negotiate with professionals in higher level positions;
7. If the position is supervisory in nature, ability to plan, develop, direct, and evaluate health information or related functions;
8. If the position is supervisory in nature, ability to successfully apply principles and techniques of sound human resources management; and
9. If the position is supervisory in nature, skill in administrative management, i.e., budgeting, contracting, procurement, and property management.
GS-12 Level KSAs :
1. Ability to identify, define, and resolve managerial, administrative, and computerized medical record problems associated with unique, underdeveloped, and controversial aspects of medical record management;
2. Skill in developing new policies and procedures for administering electronic medical record programs in order to improve program effectiveness and/or apply newly developed programs or theories to problems that require new approaches;
3. Ability to understand computerized patient record data systems that are meaningful to the medical center as a whole;
4. Ability to teach new and continuing users in electronic health record and health data systems as appropriate to the current assignment;
5. If supervisory, ability to manage assigned resources;
6. If the position is supervisory in nature, the ability to provide the full range of supervisory duties which would include assignment of work; completing performance evaluations; selection of staff; and recommendation of awards, advancements, and, when appropriate, disciplinary actions.
References : Appendix G33. Medical Record Administrator Qualification Standard
PLEASE NOTE: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications (particularly positions with a positive education requirement.) Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. Applicants can verify accreditation at the following All education claimed by applicants will be verified by the appointing agency accordingly. 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.
Physical Requirements: Work is primarily sedentary involving all computer usage. Daily intermittent physical movement required throughout the work area and Health Care Center. Rigid deadlines and need for high degree of accuracy periodically becomes stressful. Work is primarily performed in an adequately lighted and climate controlled hospital office environment involving the everyday risks or discomforts. Safety precautions of a typical office setting are followed.
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference on the Occupational Questionnaire in the section provided and provide a legible copy of your DD214(s) and/or documentation related to your active duty service which shows dates of service, character of service (honorable, general, etc.), or dates of impending separation.
Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veterans Preference" with required proof as stated on the form. For more information, please review the information for disabled Veterans in the application checklist or
Your application, r sum and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.
All applicants are encouraged to apply online.
To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section below.
The complete application package must be submitted by 11:59 PM (EST) on Wednesday, September 24, 2014 to receive consideration.
1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.
2. Click the Submit My Answers button to submit your application package.
NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USAJOBS account, , select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.
To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.
1. CV or Resume (required).
2. VA Form 10-2850c - Application for Associated Health Occupations (Available at ) (required).
3. OF Form 306 - Declaration for Federal Employment (Available ) (required).
4. Occupational Questionnaire (required).
5. Transcripts (required).
6. If prior military service, include all copies of your DD Forms 214 or proof of service (required). Applicants claiming preference based on service-connected disability, or based on being the spouse or mother of a disabled or deceased Veteran, must also complete and submit an SF 15, Application for 10-Point Veteran Preference (available ).
7. If currently employed in the federal system, include latest SF-50 - Notification of Personnel Action (required).
Faxing Applications or Supporting Documents:
You are encouraged to apply online. Applying online will allow you to review and track the status of your application.
NOTE: If you applied online and your application is complete, do not fax the paper application (1203FX) as this will overwrite your prior online responses and may result in you being found ineligible.
If you completed the occupational questionnaire online and are unable to upload supporting document(s):
1. To fax your documents, you must use the following cover and provide the required information. The Vacancy ID is 1209019.
2. Fax your documents to .
If you cannot complete the Application Package online, you may fax all of your materials. The complete application package must be submitted by 11:59 PM (EST) on Wednesday, September 24, 2014 to receive consideration. Keep a copy of your fax confirmation in the event verification is needed.
To complete the occupational questionnaire and submit via fax:
1. Click the following link to view and print the occupational questionnaire View Occupational Questionnaire.
2. Print the 1203FX form, follow the instructions and provide your responses to the occupational questionnaire .
3. Fax the completed 1203FX form along with any supporting documents to . Your 1203FX will serve as a cover page for your fax transmission.
After we receive your complete application package (including any required documents), your qualifications will be reviewed to decide if you meet the basic requirements. You will be notified when this decision is made.
VA offers a comprehensive benefits package. This link provides is an overview of the benefits currently offered: .
This job opportunity announcement may be used to fill additional vacancies.
This position is in the Excepted Service and does not confer competitive status.

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