Medical Records Administrator (Assistant Chief (ACHIM))

Full Job Description

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.

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. Major Duties:

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