This position is located in the Health Information Management Section of Health Information Management Service at the VA Portland Health Care System. Medical Record 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. They develop policies and procedures and provide advice on the use of health records and health information management.
Basic Qualifications: 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: 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, 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.. OR, HIM Certification through AHIMA. OR, Health Data Analyst Certification through AHIMA. NOTE. HIMs Certification is required for all positions above the full performance level. Medical Records Administrator (Chief) GS-12: Experience.One year of creditable experience equivalent to the next lower grade level that demonstrates all the KSAs described at that level.GS-11 Demonstrated Knowledges, Skills, and Abilities: Skill in performance and process improvement techniques to develop and implement new or improved solutions in health information management. Ability to advise management and staff at various levels regarding health record documentation requirements and health information management practices based on current industry standards, policies, statutes, laws, and regulations. Ability to plan, justify, develop, evaluate, assess, monitor, and advise on current health information management processes and recommend changes in policies or procedures. Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies as they apply to health information management. Ability to plan, justify, develop, evaluate, assess, monitor and/or advise on current HIM processes and recommend changes in policies or procedures. Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment). Ability to provide the full range of supervisory duties, to include assignment of work, completing performance evaluations, selection of staff, and recommendation for awards, advancements, and disciplinary actions, when appropriate. AND Certification Employees at this level must have a HIM Certification. AND GS-12 Demonstrated Knowledge, Skills, and Abilities (KSA's) 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 Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. Physical Requirements: See VA Directive and Handbook 5019
The duties of this position 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 all HIM functions. Charged with full responsibility, both technical and administrative, for the daily operation of the HIM department which consists of all functions of health record activities related to coding, health record documentation analysis, transcription/speech recognition, release of information, file room/scanning programs, and health information exchange. Assists the Chief of Health Information Management (CHIM).and reports to the CHIM (who reports to the Chief / Acting Chief of the Business Office) 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 Health Care System. Assists the CHIM in the planning, directing, policy making, organizing, and controlling the activities of this department and serves as acting CHIM in the absence of the CHIM. Shares responsibility with the CHIM for collecting and processing data for various reports, surveys, and research projects 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 health record review/data abstraction projects to support Health Care System Quality Management data collection activities. 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. 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. Implements provisions of EEO programs to ensure fair and equal treatment for all employees. Coordinates monthly staff meetings and prepares timely/accurate minutes. Serves as subject matter expert on qualification standards and how to appropriately apply them. Provides administrative support to other HIM Supervisors/Leads by aiding in the selection, training, and evaluation of section employees. 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 the area of 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. Incumbent participates in various health record review activities. Assists the CHIM with the development, evaluation, and updating of office procedures, manuals, policies, and directives. 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. Responsible for reports preparation and presentation of data to the committee(s). Responsible for developing and updating policies pertaining to committee function, health record review activities, and HIM. Work Schedule: Monday-Friday, 7:30am to 4:00pm Telework: NOT Available Virtual: This is not a virtual position. Functional Statement #: 000000 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized