Chief Medical Records Administrator

Summary
This position serves as the Supervisory MRA (Chief, Health Information Management Section (HIMS)) of Health Administration Service (HAS) at the Hershel "Woody" Williams VA Medical Center. Supervisory Medical Record Administrators at this grade level are Chiefs of HIMS in VA Medical Centers that are the highest complexity level category for VHA facilities.
This job is open to

• Internal to an agency
  Current federal employees of this agency.
• The public
  U.S. Citizens, Nationals or those who owe allegiance to the U.S.

Clarification from the agency
1st consideration: Current VA employees, 2nd Consideration: All others
Videos
Duties
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, VHA policy, The Joint Commission standards, the Commission on Accreditation of Rehabilitation Facilities (CARF), and other regulatory and accrediting agencies. The Health Information Manager also creates and monitors systems to ensure accurate, timely, and complete health records, in accordance with VHA policy and The Joint Commission 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. Maintains all health information input into the local VistA database and assures timely transmission of that data into all VA 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 of the VA and/or The Joint Commission 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, patient privacy and confidentiality, etc. Recommends improvements in documentation used to provide patient care, to optimize VERA workload, third party reimbursement and to manage resources. Represents Health Administration Service (HAS) and acts as subject matter expert at the facility-wide Health Records Committee. In this capacity, the incumbent advises the committee on health record issues; including VA requirements, The Joint Commission standards, record retrieval processes, health record components, systems, goals, electronic records, etc. Health information is an integral part of The Joint Commission standards and excellent health information management is essential for the facility to maintain its standing as a fully accredited institution. All aspects of risk management depend upon health information and its documentation. The incumbent is a key member of the Quality Improvement (QI) team, works closely with QI personnel, and is responsible for assuring that the facility is in compliance with all The Joint Commission standards regarding health information. Responsible for assuring that all patients have a complete, accurate, and timely record of their medical care at the facility. Also must assure that such information is appropriately stored and readily available for the provision of medical services to the patients. Incumbent is 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.
Work Schedule: M-F 8am to 4:30PM
Functional Statement: 000000
Compressed/Flexible Schedule: Not Authorized
Telework schedules: Not authorized
Virtual work schedules: Not authorized
FLSA: Exempt
BU Status: No
Recruitment Incentives: Authorized
Relocation Incentives: Authorized
Financial Disclosure Report: NOT required
Pay: Competitive salary, annual performance bonus, regular salary increases.
Retirement: Traditional federal pension (5 years' vesting) and federal 401K with up to 5% in contributions by VA.
Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement).
Requirements
Conditions of Employment

• If selected a complete and current 10-2850C Application for Associated Health Occupations will be required
• You must be a U.S. Citizen to apply for this job
• Must be proficient in written and spoken English.
• Must pass pre-employment physical evaluationwhich will include lab draws.
• Designated and/or random drug testing may be required-Federal jobs are covered under Drug Free workplace pursuant to Executive Order 12564; Reasonable suspicion testing is authorized in non-drug testing designated positions; All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to background/security investigation
• Resume/CV required Resume: Your resume should include the following information for each job that you list: Job title; Complete Workplace Addresses; Duties (be as detailed as possible); Month and year start/end dates (e.g. June 2007 to April 2008); Full-time, part-time status (include hours worked per week).
• Participation in the seasonal influenza and Coronavirus Disease 2019 (COVID-19) Vaccination programs are requirements for all Department of Veterans Affairs Health Care Personnel (HCP). Participation is a condition of employment - See "Additional Information" below for details.
• Selected applicants will be required to complete an online onboarding process
• If you receive a conditional offer of employment for this position, you will be required to complete an Optional Form 306, Declaration of Federal Employment, and to sign and certify the accuracy of all information in your application, prior to entry on duty. False statements on any part of the application may result in withdrawal of offer of employment, dismissal after beginning work, fine, or imprisonment.
• Time in grade is NOT required
• 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:

• United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
• 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: 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
• EXPERIENCE and EDUCATION: 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: MRA GS-13 VISN Level Assignment is considered Above Full Performance Level. Persons hired or reassigned to MRA positions in the GS-669 series must meet one of the following:
• Coding Certification through AHIMA or AAPC, OR;
• HIM Certification through AHIMA, OR;
• Health Data Analyst Certification through AHIMA.
• NOTE: HIM Certification is required for all position above the Full Performance Level MRA GS-13 VISN Level Assignment is considered Above Full Performance Level Position. MRA Assignments require a higher-level Health Information Management Certification obtained through American Health Information Management Association (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 Credentials: Following initial certification, credentials must be maintained through rigorous continuing education, ensuring the highest level of competency for employers and consumers. 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.

All persons employed in VHA as an MRA are considered to have met all qualification requirements for the title, series, and grade held, including positive education, and registration and/or certification that are part of the basic requirements of the occupation. For employees who do not meet all the basic requirements in this standard, but who met the qualifications applicable to the position at the time they were appointed, the following provisions apply:

• (1) Such employees may be reassigned, promoted up to, and including, the full performance (journeyman) level, or changed to lower grade within the occupation, but may not be promoted beyond the journeyman level or placed in supervisory or managerial positions.
• (2) Employees who were appointed on a temporary basis, prior to the effective date of the qualification standard, may not have their temporary appointment extended or be reappointed on a temporary or permanent basis until they fully meet the basic requirements of the standard.
• (3) Employees initially grandfathered into this occupation who subsequently obtain additional education and/or licensure/registration/certification, and meet all the basic requirements of this qualification standard, must maintain the required credentials as a condition of employment in the occupation.
• (4) MRAs who are converted to title 38 hybrid status under this provision and subsequently leave the occupation lose protected status and must meet the full VA qualification standard requirements in effect at the time of reentry, as a Medical Records Administrator.
• Physical Requirements. See VA Directive and Handbook 5019.
• English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).

Grade Determinations: Medical Records Administrator, 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. NOTE. See VA Handbook 5005/130, Part II, Appendix G33, Paragraph 2d for detailed definitions of HIM Certification. AND The candidate must demonstrate the following professional KSAs, as well as, the supervisory KSA (*) if applicable:
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 managem...