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Supervisory Medical Records Administrator (Assistant Chief, HIMS)

Company: Veterans Affairs, Veterans Health Administration
Location: Temple
Posted on: November 17, 2019

Job Description:

Supervisory Medical Records Administrator (Assistant Chief, HIMS)Department of Veterans AffairsVeterans Affairs, Veterans Health AdministrationCentral Texas Veterans Health Care System - Medical Administration ServiceOverview

  • ##### Open & closing dates11/12/2019 to 11/21/2019
    • ##### ServiceExcepted
      • ##### Pay scale & gradeGS 12
        • ##### Salary$74,596 to $96,978 per year
          • ##### Appointment typePermanent
            • ##### Work scheduleFull-TimeLocation1 vacancy in the following location:-Temple, TXRelocation expenses reimbursedNoTelework eligibleNo- DutiesSummaryThe Supervisory, Medical Records Administrator, Heath InformationManagement Services (HIMS) Assistant Chief position is located inHIMS Section of Medical Administration Service (MAS) at CentralTexas Veterans Health Care System (CTVHCS).Learn more about this agencyResponsibilitiesThe Supervisory Medical Record Administrator, HIMS Assistant Chiefof Health Information Management (ACHIM) in a medical facility ofhigh complexity with responsibility for the supervision of HIMfunctions. Incumbent is charged with full responsibility, bothtechnical and administrative, for the daily operation of the HIMdepartment which consists of Medical Record Coding, RecordsProcessing and Completion, Document Scanning, Release ofInformation, Medical Record File Unit, Medical Transcription,Privacy and other functions as required.Duties include, but are not limited to:
              • Developing operational strategies in HIM sections that supportVA; setting goals and controlling program activities and cost toachieve these goals and realize VA's mission.
              • Provides expertise, guidance and direction and hasresponsibilities relative to providing supervision,administrative support, coordination, and technical assistancein the planning, development and maintenance of an effective,comprehensive, and integrated HIM Program at this MedicalCenter.
              • Collects and process data for various reports, surveys, andresearch projects; for preparing reports and recommendations forreview and consideration by the Chief, MAS and upper management.
              • Responsible for assisting physicians and other healthprofessionals in obtaining health record information to be usedin research projects.
              • Advises on what material is available, how it may be obtainedand the uses that can be made of the information whileprotecting the confidentiality of the record.
              • Responsible for screening, abstracting and tallying data fromrecords and computer-generated reports.
              • Serve as a consultant to provide guidance and advise researcherson methods for gathering data.
              • Assists in selected miscellaneous retrospective health recordreview/data abstraction projects to support medical centerQuality Management data collection activities.
              • Provides technical guidance to the unit supervisors and leadclerks while providing support to each unit in the absence ofthe section supervisor.
              • Provides expertise in the area of subpoenas, court orders,advance directives, and general release of information, as wellas other medico-legal issues.
              • Prepares training materials and participates in orientation andinstructional activities as required. Incumbent advisesmanagement and hospital staff members on policies, procedures,and adequacy of record content, and on training and teaching ofclerical personnel in health record functions.
              • Assists the CHIM with the development, evaluation, and updatingof office procedures, manuals, policies and directives.
              • Planning, developing, implementing, coordinating, controlling,evaluating and adjusting program activities to better meetchanging medical center and system needs.
              • Providing advice, assistance and guidance in response toquestions or problems posed by Service Line Leaders and otherSystem staff concerning policy determinations.
              • Providing technical advice and interpretation on the vast numberof regulations which constitute the basic authority for healthinformation management issues.
              • Ensuring that patient records in paper, EHR and/or scanneddocument systems are established, accurately maintained,completed and available to health care personnel for patientcare and other authorized uses.
              • Assuring the privacy and confidentiality of medical recordswhether computerized or not; responsible for compliance with allFederal statutes, regulations and accrediting requirementsregarding patient privacy and confidentiality.
              • Establishing and maintaining release of information processes,including using the DSS ROI software to meet requirements forthe Freedom of Information Act, the Privacy Act, the HIPAAPrivacy Rule, Handbook 1605.1 and other Federal regulations.
              • Representing the System and the medical record custodian forcourt appearance; serving as a liaison with Regional Counsel onall legal matters affecting patient care.
              • Advising clinical staff on medical record documentationrequirements; developing educational program based on results ofmedical record reviews and changing documentation requirements.
              • Developing strategies to consolidate paper medical records fromboth sites and proposing alternative space and managementprocesses for off-site medical record file units.
              • Ensuring accurate coding for all inpatient discharges andbillable encounters; managing the coding program which includesboth onsite staff and vendor contracts.
              • Managing the clinical transcription program which includes bothonsite staff and vendor contracts.
              • Designing training classes for medical center staff on HIM andprivacy -related issues.
              • Participating in titling, templates and paper forms controlfunctions.
              • Providing health record information and other data to authorizedresearch personnel.Work Schedule: Monday - Friday, 8:00 a.m. - 4:30 p.m.Functional Statement Title/#: Supervisory Medical RecordsAdministrator GS-12Travel RequiredOccasional travel - You may be expected to travel for this position.Supervisory statusYesPromotion Potential12
                • #### Job family (Series)0669 Medical Records Administration- RequirementsConditions of Employment
                  • You must be a U.S. Citizen to apply for this job
                  • Designated and/or random drug testing may be required
                  • Selective Service Registration is required for males born after12/31/1959
                  • You may be required to serve a probationary period
                  • Subject to a background/security investigation
                  • Must be proficient in written and spoken English
                  • Selected applicants will be required to complete an onlineonboarding processQualificationsBasic Requirements:- Citizenship: Must be a U.S. Citizen- Experience: Three years of experience in the field ofmedical records that included the preparation, maintenance, andmanagement of medical records and health information systems. Atleast 1 year of this experience must be comparable to a GS-4level position.OR- Education: Education equivalent to a baccalaureate degreefrom an accredited university or college.ORExperience/Education Combination: Equivalent combinations ofexperience & education are qualifying. The followingeducational/training substitutions are appropriate for combiningeducation & experience:An associate degree in the health information field plus 1 yearof experience that included the preparation, maintenance, andmanagement of medical records and health information systems.NOTE: Successfully completed training for health informationtechnicians in a school accredited by the American HealthInformation Management Association (AHIMA) at the time theprogram was completed may be substituted for 1 year ofexperience. No credit may be given for partial completion ofsuch training.- English Language Proficiency: Must be proficient in spokenand written English in accordance with VA Handbook 5005, partII, chapter 3, section A, paragraph 3j.- Pre-employment Physical: Must pass apre-placement/employment physical examination.Grade Determinations: Supervisory Medical RecordAdministratorsChiefs of HIMS in VA Medical Centers that are thehighest complexity level category for VHA facilities, and which areaffiliated, tertiary care facility/health care system withcomprehensive research programs and thus warrant an expanded seniorleadership team. MRAs in this assignment provide technical advice,planning, and evaluation about health information management issuesimpacting the overall program on a regular and recurring basis.GS-12 Supervisory Medical Records Administrator: In addition tomeeting the Basic Requirement, the candidate must possess at least 1year of experience comparable to the next lower grade level thatdemonstrates the KSAs described at that level. In addition, thecandidate must demonstrate the following professional KSAs anddemonstrate the potential to acquire the assignment specific KSAsdesignated with an asterisk (*):Demonstrated KSAs. In addition to the experience above, thecandidate must demonstrate the following KSAs which must be definedin your resume:
                  • Ability to identify, define, and resolve managerial,administrative, and computerized medical record problems associatedwith unique, underdeveloped, and controversial aspects of medicalrecord management;*2. Skill in developing new policies and procedures foradministering electronic medical record programs in order to improveprogram effectiveness and/or apply newly developed programs ortheories to problems that require new approaches;
                  • Ability to understand computerized patient record data systemsthat are meaningful to the medical center as a whole;*4. Ability to teach new and continuing users in electronic healthrecord and health data systems as appropriate to the currentassignment;*5. If supervisory, ability to manage assigned resources;*6. If the position is supervisory in nature, the ability toprovide the full range of supervisory duties which would includeassignment of work; completing performance evaluations; selection ofstaff; and recommendation of awards, advancements, and, whenappropriate, disciplinary actions.Reference: VA Handbook 5005-15, Part II, Appendix G33Qualification for Medical Record Administrator. The full performancelevel of this vacancy is GS-12.The actual grade at which an applicant may be selected for thisvacancy is in the range of GS-12.Physical Requirements: The work is both sedentary and walking.The work requires the ability to handle multiple demandssimultaneously in dealing with a wide variety of clients on a dailybasis. Tasks will require prolonged use of computers. There arelengthy periods of sitting, interrupted by intervals of walking andclimbing stairs about the medical center to make the many personalcontacts required of this position.EducationIMPORTANT: A transcript must be submitted with your applicationif you are basing all or part of your qualifications on education.Note: 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 Federalemployment. You can verify your education here:http://ope.ed.gov/accreditation/. If you are using foreign educationto meet qualification requirements, you must send a Certificate ofForeign Equivalency with your transcript in order to receive creditfor that education. For further information, visit:http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.Additional informationThis job opportunity announcement may be used to fill additionalvacancies.It is the policy of the VA to not deny employment to those that havefaced financial hardships or periods of unemployment.This position is in the Excepted Service and does not confercompetitive status.VA encourages persons with disabilities to apply. The health-relatedpositions in VA are covered by Title 38, and are not covered by theSchedule A excepted appointment authority.Veterans and Transitioning Service Members: Please visit the VA forVets site for career-search tools for Veterans seeking employment atVA, career development services for our existing Veterans, andcoaching and reintegration support for military service members.If you are unable to apply online view the following link forinformation regarding an Alternate Application.How You Will Be EvaluatedYou will be evaluated for this job based on how well you meet thequalifications above.IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WEMAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Yourapplication, rsum, C.V., and/or supporting documentation will beverified. Please follow all instructions carefully. Errors oromissions may affect consideration for employment.NOTE: The Professional Standards Board (a peer-review group)will review the selected candidate's education and experience andrecommend the grade and salary at which the candidate will beplaced. For internal selectees eligible for promotion, the boardwill recommend grade and HR will determine step in accordance withpolicy.Experience refers to paid and unpaid experience, including volunteerwork done through National Service programs (e.g., Peace Corps,AmeriCorps) and other organizations (e.g., professional;philanthropic; religions; spiritual; community; student; social).Volunteer work helps build critical competencies, knowledge, andskills and can provide valuable training and experience thattranslates directly to paid employment. You will receive credit forall qualifying experience, including volunteer experience.Background checks and security clearanceSecurity clearanceNot RequiredDrug test requiredNoPosition sensitivity and riskNCS/High RiskTrust determination processCredentialing, Suitability/Fitness- Required DocumentsAll applicants are required to submit the following supportingdocument type(s):
                    • VA Form 10-2850c - Application for Associated HealthOccupations (required) Available at the VA Forms website:http://www.va.gov/vaforms/medical/pdf/vha-10-2850c-fill.pdf )Application information must be up to date within a year orless.
                    • Resume: Your resume must include the following informationfor each job you list: Job title; Complete Work Place Addresses;Duties (be as detailed as possible); Month and year start/enddates (e.g. June 2007 to April 2008); Full-time or part-timestatus, PRN (include hours worked per week) Information mustbe up-to-date.The following documents are accepted, and may be required ifapplicable to your eligibility and/or qualifications for thisposition. Please use this checklist to ensure you have included alldocuments required for your application, such as a copy of yourtranscript (if using education to qualify), SF-50's (current/formerFederal employees), etc.- Cover Letter- DD-214/ Statement of Service- Disability Letter (VA)- SF-50/ Notification of Personnel Action- TranscriptVeterans' Preference: When applying for Federal Jobs, eligibleVeterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), orfor Sole Survivor Preference (SSP) in the questionnaire. You mustprovide a legible copy of your DD214(s) which shows dates andcharacter of service (honorable, general, etc.). If you arecurrently serving on active duty and expect to be released ordischarged within 120 days you must submit documentation related toyour active duty service which reflects the dates of service,character of service (honorable, general, etc.), and dates ofimpending separation. Additionally, disabled veterans and otherseligible for 10-point preference (such as widows or mothers ofeligible Veterans) must also submit an SF-15 "Application for 10Point Veteran Preference" with required proof as stated on the form.Documentation is required to award preference. For more informationon Veterans' Preference, please visithttp://www.fedshirevets.gov/job/vetpref/index.aspx.If you are relying on your education to meet qualification requirements:Education must be accredited by an accrediting institutionrecognized by the U.S. Department of Education in order for it to becredited towards qualifications. Therefore, provide only theattendance and/or degrees from schools accredited by accreditinginstitutions recognized by the U.S. Department of Education.Failure to provide all of the required information as stated in thisvacancy announcement may result in an ineligible rating or mayaffect the overall rating.- BenefitsA career with the U.S. Government provides employees with acomprehensive benefits package. As a federal employee, you and yourfamily will have access to a range of benefits that are designed tomake your federal career very rewarding. Learn more about federalbenefits.Review our benefitsEligibility for benefits depends on the type of position you holdand whether your position is full-time, part-time, or intermittent.Contact the hiring agency for more information on the specificbenefits offered.- How to ApplyAll applicants are encouraged to apply online. To apply for thisposition, you must complete the full questionnaire and submit thedocumentation specified in the Required Documents section below. Thecomplete application package must be submitted by 11:59 PM (ET) on11/21/2019 to receive consideration. To preview the questionnaireclick https://apply.usastaffing.gov/ViewQuestionnaire/10651443.
                    • To begin, click Apply Online to create a USAJOBS account or login to your existing account. Follow the prompts to select yourUSA JOBS resume and/or other supporting documents and completethe occupational questionnaire.
                    • Click Submit My Answers to submit your application package.NOTE: It is your responsibility to ensure your responses andappropriate documentation is submitted prior to the closing date.To verify your application is complete, log into your USA JOBSaccount, https://my.usajobs.gov/Account/Login, select theApplication Status link and then select the more information linkfor this position. The Details page will display the status of yourapplication, the documentation received and processed, and anycorrespondence the agency has sent related to this application. Youruploaded documents may take several hours to clear the virus scanprocess. To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancyannouncement. You must re-select your resume and/or other documentsfrom your USA JOBS account or your application will be incomplete.NOTE: Participation in the seasonal influenza program is acondition of employment and a requirement for all Department ofVeterans Affairs Health Care Personnel (HCP). HCP are individualswho, during the influenza season, work in VHA locations wherepatients receive care or who come into contact with VA patients aspart of their duties. VHA locations include, but are not limited to,VA hospitals and associated clinics, community living centers(CLCs), community-based outpatient clinics (CBOCs), domiciliaryunits, Vet centers and VA-leased facilities. HCP include all VAlicensed and unlicensed, clinical and administrative, paid andunpaid, full- and part-time employees, intermittent employees, feebasis employees, VA contractors, students, researchers, volunteers,and trainees who work at these facilities. HCPs that are unable toreceive or otherwise decline a flu shot will be expected to wear aface mask throughout the influenza season.Agency contact informationDeliz CajigasPhone(254) 743-1670EmailDELIZ.CAJIGAS@VA.GOVAddressVA Central Texas Health Care System1901 Veterans Memorial DriveTemple, TX 76504USLearn more about this agencyNext stepsOnce your online application is submitted you will receive aconfirmation notification by email. After we receive applicationpackages (including all required documents) and the vacancyannouncement closes, we will review applications to ensurequalification and eligibility requirements are met. After the reviewis complete, a referral certificate(s) is issued and applicants willbe notified of their status by email. Referred applicants will benotified as such and may be contacted directly by the hiring officefor an interview. All referred applicants receive a finalnotification once a selection decision has been made.You may check the status of your application at any time by logginginto your USA Jobs account and clicking on Applications. Informationregarding your application status can be found in the USAJobs HelpCenter.- Fair & TransparentThe Federal hiring process is setup to be fair and transparent.Please read the following guidance.Equal Employment Opportunity PolicyThe United States Government does not discriminate in employment onthe basis of race, color, religion, sex (including pregnancy andgender identity), national origin, political affiliation, sexualorientation, marital status, disability, genetic information, age,membership in an employee organization, retaliation, parentalstatus, military service, or other non-merit factor.
                      • Equal Employment Opportunity (EEO) for federal employees & jobapplicantsReasonable Accommodation PolicyFederal agencies must provide reasonable accommodation to applicantswith disabilities where appropriate. Applicants requiring reasonableaccommodation for any part of the application process should followthe instructions in the job opportunity announcement. For any partof the remaining hiring process, applicants should contact thehiring agency directly. Determinations on requests for reasonableaccommodation will be made on a case-by-case basis.A reasonable accommodation is any change to a job, the workenvironment, or the way things are usually done that enables anindividual with a disability to apply for a job, perform job dutiesor receive equal access to job benefits.Under the Rehabilitation Act of 1973, federal agencies must providereasonable accommodations when:
                        • An applicant with a disability needs an accommodation to have anequal opportunity to apply for a job.
                        • An employee with a disability needs an accommodation to performthe essential job duties or to gain access to the workplace.
                        • An employee with a disability needs an accommodation to receiveequal access to benefits, such as details, training, andoffice-sponsored events.You can request a reasonable accommodation at any time during theapplication or hiring process or while on the job. Requests areconsidered on a case-by-case basis.Learn more about disability employment and reasonable accommodationsor how to contact an agency.Legal and regulatory guidance
                          • Financial suitability
                          • Social security number request
                          • Privacy Act
                          • Signature and false statements
                          • Selective Service
                          • New employee probationary periodThis job originated on www.usajobs.gov. For the full announcement and toapply, visit www.usajobs.gov/GetJob/ViewDetails/551387600. Only resumessubmitted according to the instructions on the job announcement listedat www.usajobs.gov will be considered.

Keywords: Veterans Affairs, Veterans Health Administration, Temple , Supervisory Medical Records Administrator (Assistant Chief, HIMS), Healthcare , Temple, Texas

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