Medical Records Administrator (Assistant Chief)

Full Job Description

This position is located in the Health Information Management (HIM) Section of Health Administration Service at the VA Eastern Colorado Health Care System.

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.

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. 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. 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.

OR, (2) HIM Certification through AHIMA. OR, (3) Health Data Analyst Certification through AHIMA.

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).

Grade Determinations: 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 Certification.

Employees at this level must have a HIM Certification. Demonstrated Knowledge, Skills, and Abilities, In addition to the minimum experience all applicants should reflect the following KSA's: 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.

Preferred 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.

References: VA Handbook 5005/130, Part II, Appendix G33 The full performance level of this vacancy is GS-11. Physical Requirements: See VA Directive and Handbook 5019.

This position requires visual acuity, keen hearing, clear distinctive speech, and manual dexterity. Major Duties:

The incumbent 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.

Incumbent is 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.

Is a full assistant to the Chief of Health Information Management (CHIM).

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 Medical Center.

This position 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.

The incumbent shares responsibility with the CHIM for collecting and processing data for various reports, surveys, and research projects; for preparing reports and recommendations for review and consideration by the Chief, Health Administration Service and upper management concerning the immediate needs as well as the long range goals of the department; for recommending equipment and staffing needs; and for preparing and keeping current procedures and operation manuals.

Responsible for assisting physicians and other health professionals in obtaining health record information to be used in research projects.

Advises on what material is available, how it may be obtained and the uses that can be made of the information while protecting the confidentiality of the record.

The incumbent aids in a variety of projects and is responsible for screening, abstracting and tallying data from records and computer-generated reports.

May serve as a consultant to provide guidance and advise researchers on methods for gathering data.

Assists in selected miscellaneous retrospective health record review/data abstraction projects to support medical center 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. 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.

Implements provisions of EEO programs to ensure fair and equal treatment for all employees. Coordinates monthly staff meetings and prepares timely/accurate minutes.

Is a subject matter expert on 0675 and 0669 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.

The incumbent prepares training materials and participates in orientation and instructional activities as required.

Incumbent 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.

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 employee may include medical terminology, health record documentation requirements, Release of Information, Privacy Act and HIPAA instructions.

Work Schedule: Monday - Friday, hours are negotiable Telework: Available, ad-hoc Virtual: This is not a virtual position.

Functional Statement #: MRAACHIM-GS0669-12FS56431-0 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized