Medical Records Administrative Specialist

Full Job Description

This position is located in the Health Information Management (HIM) Section of Business Management Service (BMS) at the Birmingham VA Health Care System (BVAHCS) VA Medical Center.

Medical Records Administration Specialist (MRAS) in VHA perform work concerned with the management of a health record program or the provision of services related to medical record administration/health information services.

This position is only opened to employees of the Birmingham VA Health Care System.

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. Physical Requirements.

See VA Directive and Handbook 5019. English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f) 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 Certification. NOTE.

HIMs Certification is required for all positions above the full performance level.

May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria).

Medical Records Administration Specialist, GS-5. None beyond basic requirements. (a) Assignment. Employees at this grade level serve in an MRA career development position under close supervision.

[MRAs are responsible for generating multiple HIM reports. They participate in various health record review activities to ensure the integrity of the health record according to established policies.

Medical Records Administration Specialist, GS-7 (a) Experience. In addition to the basic requirements, [one] year of [creditable] experience equivalent to the next lower grade level. OR, (b) Education.

(Advanced Entry-Level Placement).

Applicants who meet the GS-5 grade level may be appointed at the GS-7 grade level, if they possess a bachelor's degree from an accredited college or university in a major field of study in health information management, with an exemplary academic record as demonstrated by: A 3.0 or higher-grade point average (GPA) out of a possible 4.0 GPA ("B" or better), as recorded on their official transcript or as computed based on four years of education, or as computed based on courses completed during the final two years of the curriculum; or A 3.5 GPA or higher out of a possible 4.0 GPA ("B+" or better) based on the average of the required courses completed in the major field of study, or the required courses completed in the major field of study during the final two years of the curriculum, AND (c) Demonstrated Knowledge, Skills, and Abilities.

i. Knowledge of current classification systems such as International Classification of Diseases, Current Procedural Terminology, and [the Healthcare Common Procedure Coding System (HCPCS). ii.

Ability to effectively communicate (written and verbal) with medical center staff, patients, and external entities. iii.

Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis of health information. iv.

Ability to utilize computer applications with varied functions to produce a wide range of reports, to abstract records, collect and analyze data and present results in various formats. v.

Ability to work independently, adapt to shifting priorities, and meet deadlines. (d) Assignment.

Employees at this level serve in an MRA career development position with guidance from the supervisor or designee in day-to-day assignments.

Medical Records Administration Specialist, GS-9 (a) Experience.

One year of creditable experience equivalent to the next lower grade level that demonstrates the knowledge, skills, abilities, and other characteristics described at that level. OR, (b) Education.

Education equivalent to two full years of progressively higher level graduate education or a master's degree or equivalent graduate degree from an accredited college or university in a field directly related to health information management.

AND (c) Demonstrated Knowledge, Skills, and Abilities i. Knowledge of medical and legal requirements related to health information management and health records. ii.

Ability to provide technical advice and guidance on health information [management practices. iii. Skill in extracting data from various sources and analyzing health information to create reports. iv.

Skill in researching, interpreting, and applying health information management guidelines. v.

Knowledge of performance and process improvement techniques to develop new or improved solutions in health information management. (d) Assignments.

Employees at this level serve in an MRA career development position with limited guidance, from the supervisor or designee, in day-to-day assignments.

(4) Medical Records Administration Specialist,] GS-11 (a) Experience.

One year of creditable experience equivalent to the next lower grade level that demonstrates all of the KSAs described at that level OR (b) Education.

Education equivalent to three full years of progressively higher-level graduate education or a Ph.D., or equivalent doctoral degree from an accredited university or college in the field of health information management.

AND (c) Demonstrated Knowledges, Skills, and Abilities i. Skill in [performance] and process improvement [techniques to develop and implement new or improved solutions in health information management.

ii.

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, statues, laws, and regulations.

iii. Ability to plan, justify, develop, evaluate, assess, monitor, and 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 acquire, manage, analyze, interpret, and transform data into (d) Assignments. This is considered the full performance level for MRA positions (MRA/HIM Specialist).

MRAs work independently in day-to-day assignments. MRAs work independently in day-to-day assignments. References: VA Handbook 5005, Appendix G-33 Major Duties:

Duties, included, however not limited to: Assists the Chief, Health Information Management (CHIM) and the HIM Department in identifying and setting short- and long-range goals, program objectives and tasks to meet the mission and vision of the VAMC.

Provides subject matter expertise to Service Line Leaders, and medical center staff.

Interprets and applies The Joint Commission (TJC) standards, VA regulations and medico-legal requirements; current Federal Codes pertinent to health records; Veterans Administration policy memoranda, directives and handbooks pertinent to health information management; medical coding (ICD, CPT, HCPCS) and reimbursement methodologies; medical and procedural terminology; anatomy and physiology, regulations governing confidentiality of health records; release of information laws and statutes; and all policies/procedures pertaining to VHA health records.

Manages procurement and contracting for the organization.

This may include preparing procurement requests, evaluating proposals for work, acting as a COR II for procurements, and/or maintaining procurement and contracting records.

Manages contracting and procurement for large and small procurements that require varying approaches.

Initiates and prepares contracts to secure adequate resources to facilitate operations to include determining appropriate costs, performing costs analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors.

Prepares and reviews purchase order for supplies and nonexpendable property such as equipment, to include personal computer hardware and software and other specialized equipment necessary for the effective functioning of the office.

Exercises authorizations for obligation and expenditures of funds and renews contract obligations for budget. Provides training for HIM, clinical and administrative staff on HIM topics.

Designs and performs quality improvement projects regarding HIM issues. Assists the CHIM in preparing and conducting various presentations.

Work Schedule: Monday - Friday, 7:30AM - 4:00PM Virtual: This is not a virtual position. Functional Statement #: 61298F, 61303, 61307F, 61221F Relocation/Recruitment Incentives: Not Authorized.

Permanent Change of Station (PCS): Not Authorized.