Medical Records Administrator (Chief, Health Information Management)

Full Job Description

Leads the health information program for a complex medical facility, directing staff and operations to ensure complete, accurate, timely, and secure patient records.

Oversees compliance with federal laws, accreditation standards, privacy rules, and VA policy.

Advises executives and clinicians, drives data quality and system automation, manages audits and performance improvement, and serves as the authority on medical records management and health information governance.

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.

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: Coding Certification through AHIMA or AAPC.

Mastery certification obtained through the American Health Information Management Association (AHIMA) or the American Association of Professional Coders (AAPC).

To be acceptable for qualification, the specific certification must represent a comprehensive competency in the occupation.

Stand-alone specialty certifications do not meet the definition of mastery level coding certification and are not acceptable for qualifications.

Certification titles may change and certifications that meet the definition of mastery level coding certification may be added/removed by the above certifying bodies; however, current mastery level coding certifications include: Certified Coding Specialist (CCS), Certified Coding Specialist (CCS) - Physician-based (CCS-P), Certified Professional Coder (CPC), Certified Outpatient Coder (COC), and Certified Inpatient Coder (CIC).

OR, HIM Certification through AHIMA Higher-level health information management certification is limited to certification obtained through AHIMA.

To be acceptable for qualifications, the specific certification must represent a comprehensive competency in the occupation.

Certification titles may change and certifications that meet the definition of HIM certification may be added/removed by the above certifying body; however, current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA).

OR, Health Data Analyst Certification through AHIMA. This is limited to certification obtained through AHIMA.

To be acceptable for qualifications, the specific certification must certify mastery in health data analysis.

Certification titles may change and certifications that meet the definition of health data analyst certification may be added/removed by the above certifying body; however, current health data analyst certification includes Certified Health Data Analyst (CHDA).

Grade Determinations: Experience. One year of creditable experience equivalent to the next lower grade level (GS-12) that demonstrates the KSAs described at that level. AND, Certification.

Employees at this level must have a HIM Certification.

AND, Demonstrated Knowledge, Skills, and Abilities Ability to determine and evaluate compliance with legal, ethical and regulatory guidelines and accrediting bodies, as they apply to health information management.

Ability to provide sound, technical guidance to staff at various levels about major program, legal, or procedural changes related to health information management.

Skill in revising facility policies and procedures to improve health information management services and to evaluate, modify, and/or adapt new methods to meet regulatory requirements.

Skill in analyzing complex data, interpreting and trending results for effective management of the HIM program.

Skill in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring of HIM processes.

Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. This vacancy is GS-13 and above the full performance level.

Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work.

Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site.

Incumbent may carry and lift light items weighing less than 15 pounds. Major Duties:

Directs the facility health information program, ensuring compliant, accurate, timely, and complete medical records that support patient care, legal defense, reimbursement, and accreditation.

Serves as the authoritative advisor to executives, clinicians, and governance bodies on health information, privacy, documentation, and risk issues.

Ensures compliance with federal law, VA policy, Joint Commission standards, and other regulatory and accrediting requirements.

Leads data quality, performance monitoring, audits, and corrective actions impacting enterprise reporting and outcomes.

Oversees automation and integration of health information systems in coordination with IT and clinical informatics.

Manages staff, labor relations, budgeting, and operational planning for the health information function.

Develops and enforces policies, procedures, and internal controls for records lifecycle management.

Supports research, education, and training programs by providing health information expertise and data access.

Provides customer service and resolves record-related issues for patients, providers, and external stakeholders.

Work Schedule: Monday - Friday, 7:30am - 4:00pm, or, 8:00am - 4:30pm Telework: Not Available Virtual: This is not a virtual position.

Functional Statement #: 54224-F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized