Medical Records Administrator (Chief of Health Information Management)
: Job Details :

Summary This position serves as the Chief of Health Information Management (CHIM) in the Health Information Management Section (HIMS) of the Business Office at the Northport VA Medical Center. The Chief of Health Information Management performs and supervise work concerned with management of healthrecord program or the provisions of services related to medical records administration and health information services. The incumbent manages, preserve, analyze, and supervise health information management. Responsibilities Duties include, but not limited to: Serves as Chief of Health Information Management (CHIM) with full program responsibility for all facets of the Health Information Management (HIM) program and processes. Must ensure HIM program meets and/or exceed national HIM policies, procedures, and performance metrics. Responsible for the administrative management of health records, which includes planning, managing, advising, and directing the health information program in accordance with applicable Federal laws, facility by-laws, and other regulatory and accrediting agency standards. Creates and monitors systems to ensure accurate, timely, and complete health records, in accordance with policy and health information protocols. Measures ongoing intradepartmental performance by establishing priorities, collecting data, monitoring, and reporting outcomes, using valid and reliable techniques to analyze trends and variation, and taking appropriate action based on findings. Responsible for all facets of health records management for the facility ensuring maintenance of complete, accurate, timely, clinically-pertinent, and readily-accessible patient health records, which contain sufficient recorded information to serve as a basis to plan patient care, support diagnoses, warrant treatment, measure outcomes, support education, research, and facilitate performance improvement processes and legal requirements. Develops policies, processes, and procedures that address all VA, Federal, regulatory, and accrediting requirements for HIM. Evaluates health records program and independently determines the nature and extent of problem areas. Develops recommendations and solutions for program improvement. Develops and implements innovative solutions to correct technical, complex problems. Must provide detailed technical expertise in health records science and other very technical aspects of HIM. Maintains all health information input into the local database and assures timely transmission of that data into all centralized databases - most frequently those maintained at the Austin Data Processing Center. Must assure that all health information that is coded and abstracted meets the requirements and is consistent with professional health records standards. Clinical support role: The incumbent is a key advisor to the Chief of Staff, Executive Management, and clinicians and is responsible for providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, release of information, transcription/speech recognition, health information exchange, etc. Recommends improvements in health record documentation used to provide patient care, to optimize VERA workload, third party reimbursement and to manage resources. Responsible for assuring that all patients have a complete, accurate, and timely record of their health care at the facility. Must assure that such information is appropriately stored and readily available for the provision of medical services to the patients. Responsible for leading the automation of all health information systems. Working closely with Information Technology (IT) and Clinical Informatics, the incumbent must guide the automation of health record documentation, health record tracking, and physician incomplete record tracking. The incumbent also must support the information security program and manage much of the patient information database within VistA. Incumbent will work with a variety of hardware and software. Performs the administrative and personnel management functions relative to staff supervised. Establishes guidelines and performance expectations for staff, which are clearly communicated through the formal employee performance management system. Observes workers' performance; demonstrates and conducts work performance critiques. Provides informal feedback and periodically evaluates employee performance. Resolves informal complaints and grievances. Develops work improvement plans, recommending personnel actions as necessary. Provides advice and counsel to workers related to work and administrative matters. Effects disciplinary measures as appropriate to the authority delegated in this area. Reviews and approves leave requests. Plays a central role in developing and coordinating internal review systems to assure that both clinical and administrative activities comply with agency and accrediting and regulatory requirements. Performs other duties as assigned. Work Schedule: Monday-Friday, 8:00am - 4:30pm Telework: Not available Virtual: This is not a virtual position. Functional Statement #: 11541-F Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job. Selective Service Registration is required for males born after 12/31/1959. Must be proficient in written and spoken English. You may be required to serve a probationary period. Subject to background/security investigation. Selected applicants will be required to complete an online onboarding process. Must pass pre-employment physical examination. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See Additional Information below for details. Qualifications 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: 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). 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.OR, (2) HIM Certification through AHIMA.OR, (3) Health Data Analyst Certification through AHIMA. NOTE. HIMs Certification is required for all positions above the full performance level. Health Information Management (HIM) Certification. 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). Loss of Credential. Following initial certification, credentials must be maintained through rigorous continuing education, ensuring the highest level of competency for employers and patients. An employee in this occupation who fails to maintain the required certification must be removed from the occupation which may result in termination of employment. At the discretion of the appointing official, an employee may be reassigned to another occupation for which he/she qualifies, if a placement opportunity exists. 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. In addition to the basic requirements for employment, the following criteria must be met when determining the grade of candidates. The candidate's qualifications must clearly demonstrate the level of competence required for the grade. Medical Records Administrator (Chief (CHIM)), GS-13 Experience. One year of creditable experience equivalent to the next lower grade level 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 i. Ability to determine and evaluate compliance with] legal, ethical and regulatory guidelines and accrediting bodies, as they apply to health information management. ii. Ability to provide sound, technical guidance to staff at various levels about major program, legal, or procedural changes related to health information management. iii. 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. iv. Skill in analyzing complex data interpreting and trending results for effective management of the HIM program. v. Skill in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring of HIM processes. vi. Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities. Assignments. This assignment is the Chief Health Information Management (CHIM), which is the highest-level professional position at the facility with responsibility for the management and direction of the health information management program. This assignment is only for the CHIM in VA Medical Centers for all categories (1a, 1b, and 1c) within the complexity level 1 as designated in the VHA, 2014 Facility Complexity Level Model , with full program management and supervisory responsibility to direct professional MRAs, technical MRTs, and other support staff in health information management. CHIMs in this assignment provide technical advice, planning, and evaluation about health information management issues impacting the overall program on a regular and recurring basis. [Multi-division, integrated health care systems under the leadership of a single director are considered to be a single facility with one CHIM. A position with program responsibility over less than a single health care system does not have full program responsibility for the health information management program. The CHIM establishes policies, procedures, responsibilities, and requirements for HIM-related matters, such as health record documentation, coding and clinical documentation improvement, release of information, file room/scanning, records management, transcription and medical speech recognition, as well as the overall management of health information and Veterans health records. They oversee development, implementation and adherence to HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies. They ensure the facility is in compliance with applicable standards, by completing HIM audits, developing healthcare data reports, and statistical information, for timely and accurate reporting. The CHIM monitors HIM performance through dashboards, productivity standards, and benchmarking. They participate in establishing and implementing strategic facility and HIM Department goals and controlling program activities and cost, budgeting, procurement, and property management, to achieve goals and improve processes. The CHIM monitors and manages HIM workflow to ensure program objectives are met. Preferred Experience: Applicants that have experience as the current, former or assistant chief of HIMS (Health Information Management Service) Reference: For more information on this qualification standard, please visit The actual grade at which an applicant may be selected for this vacancy is a GS-13. Physical Requirements: See VA Directive and Handbook 5019. Education There is no education substitution at this grade level. Additional Information During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. This position is in the Excepted Service and does not confer competitive status. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.