Medical Records Administrator

Job Summary

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

Responsibilities

• 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.
• 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.
• 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.
• 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 of Health Information Management 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.
• Aids in a variety of projects and is responsible for screening, abstracting and tallying data from records and computer-generated reports.
• Serves 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.
• Receives formal grievances, resolving those that can be resolved at his/her level.
• Makes projections on the growth of coding/third party reimbursement systems and health information functions, implements design changes to accommodate the expansion, and is aware of the most recent innovations in the health information management field.
• Assists the CHIM with the development, evaluation, and updating of office procedures, manuals, policies and directives.
• Develops training materials and continuing education programs that include medical terminology, health record documentation requirements, Release of Information, Privacy Act and HIPAA instructions.

Work Schedule

Monday through Friday

Telework: Not Available

Virtual: This is not a virtual position

Functional Statement #

54319F

Financial Disclosure Report

Not required

Requirements

• 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.
• 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

• 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:
  • Medical Records Administrator must be proficient in spoken and written English as required by 38 U.S.C. § 7403(f).
• Experience and Education:
  • (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.
  • (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.
  • (3) Experience/Education Combination:
  • Equivalent combinations of creditable experience and education that equals 100 percent may be used to meet basic requirements.
• 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.
  • (2) HIM Certification through AHIMA.
  • (3) Health Data Analyst Certification through AHIMA.
• Grade Determination (GS12): Medical Records Administrator (Assistant Chief (ACHIM)):
  • One year of creditable experience equivalent to the next lower grade level (GS-11) including the following KSA's.
  • Skill in performance and process improvement [techniques to develop and implement new or improved solutions in health information management.
  • 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.
  • Ability to plan, justify, develop, evaluate, assess, monitor, and advise on current health information management processes and recommend changes in policies or procedures.
  • Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management.
  • Ability to acquire, manage, analyze, interpret, and transform data into accurate, consistent, and meaningful information.
• HIMS Certification:
  • HIM Certification through AHIMA.
  • Current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA).

References

See VA Handbook 5005, Part II, Appendix G33.

Physical Requirements

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education

Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment.

If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education

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