Medical Records Administration Specialist

This position is located in the Health Information Management (HIM) Section of Health Administration Service (HAS), Fargo VA Health Care System (FVHCS). The Medical Records Administration Specialist (MRAS) supports accurate, complete, timely, and secure health information for clinical, administrative, reporting, and operational purposes across the medical center and associated outpatient clinics.

The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Major duties include but are not limited to:

• Assists the Chief, HIM in establishing program goals, objectives, and operational priorities and serves as a subject matter resource to medical center leaders and staff.
• Independently mines, validates, analyzes, and interprets HIM data; develops quality improvement initiatives, performs workflow analyses, and presents actionable recommendations to leadership.
• Interprets and applies applicable VHA policies, health record documentation requirements, accreditation standards, confidentiality and release-of-information requirements, coding systems, and reimbursement principles.
• Leads health record reviews and HIM audits, prepares performance and workload reports, identifies compliance gaps, and coordinates corrective actions with clinical and administrative stakeholders.
• Supports revenue cycle and charge services activities by analyzing encounter and charge integrity, identifying missing or inaccurate workload capture, and coordinating resolution of coding, registration, and documentation discrepancies.
• Coordinates with clinical, informatics, revenue, and HIM personnel on health record corrections, improperly assigned or indexed documents, templates, and electronic health record workflow issues within delegated authority.
• Provides HIM training, technical assistance, and management briefings; participates in facility, VISN, or national committees and improvement initiatives as assigned.
• Evaluates HIM application or workflow issues, supports software or template testing, and coordinates technology trouble reports with appropriate technical staff as needed.
• Supports the overall effectiveness of Health Information Management (HIM) operations by participating in quality assurance, audit preparation, compliance monitoring, workflow evaluation, and process improvement activities across all HIM functional areas.

Work Schedule: Monday-Friday 8:00am to 4:30pm
Telework: Not Available.
Virtual: This is not a virtual position.
Functional Statement #: 000000
Relocation/Recruitment Incentives: Not Authorized.
Permanent Change of Station (PCS): Not Authorized.

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:
  (1) Coding Certification through AHIMA or AAPC.
  OR,
  (2) HIM Certification through AHIMA.
  OR,
  (3) Health Data Analyst Certification through AHIMA.
• English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).

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:

Medical Records Administration Specialist, GS-5.

None beyond basic requirements.

Medical Records Administration Specialist, GS-7
Experience. In addition to the basic requirements, one year of creditable experience equivalent to the next lower grade level.
OR,
Education. (Advanced Entry-Level Placement). Applicants who meet the GS-5 grade level may be appointed at the GS-7 grade level, if they possess a bachelor's degree from an accredited college or university in a major field of study in health information management, with an exemplary academic record as demonstrated by:
i. A 3.0 or higher-grade point average (GPA) out of a possible 4.0 GPA ("B" or better), as recorded on their official transcript or as computed based on four years of education, or as computed based on courses completed during the final two years of the curriculum; or
ii. A 3.5 GPA or higher out of a possible 4.0 GPA ("B+" or better) based on the average of the required courses completed in the major field of study, or the required courses completed in the major field of study during the final two years of the curriculum.

AND

Demonstrated Knowledge, Skills, and Abilities.
i. Knowledge of current classification systems, such as International Classification of Diseases, Current Procedural Terminology, and the Healthcare Common Procedure Coding System (HCPCS).
ii. Ability to effectively communicate (written and verbal) with medical center staff, patients, and external entities.
iii. Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis of health information.
iv. Ability to utilize computer applications with varied functions to produce a wide range of reports, to abstract records, collect and analyze data and present results in various formats.
v. Ability to work independently, adapt to shifting priorities, and meet deadlines.

Medical Records Administration Specialist, GS-9
Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates the knowledge, skills, abilities, and other characteristics described at that level.
OR,
Education. Education equivalent to two full years of progressively higher level graduate education or a master's degree or equivalent graduate degree from an accredited college or university in a field directly related to health information management.

AND

Demonstrated Knowledge, Skills, and Abilities
i. Knowledge of medical and legal requirements related to health information management and health records.
ii. Ability to provide technical advice and guidance on health information management practices.
iii. Skill in extracting data from various sources and analyzing health information to create reports.
iv. Skill in researching, interpreting, and applying health information management guidelines.
v. Knowledge of performance and process improvement techniques to develop new or improved solutions in health information management.

Medical Records Administration Specialist, GS-11
Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates all of the KSAs described at that level.
OR,
Education. Education equivalent to three full years of progressively higher-level graduate education or a Ph.D., or equivalent doctoral degree from an accredited university or college in the field of health information management.

AND

Demonstrated Knowledges, Skills, and Abilities
i. Skill in performance and process improvement techniques to develop and implement new or improved solutions in health information management.
ii. 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.
iii. Ability to plan, justify, develop, evaluate, assess, monitor, and advise on current health information management processes and recommend changes in policies or procedures.
iv. Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management.
v. Ability to acquire, manage, analyze, interpret, and transform data into accurate, consistent, and meaningful information.

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

The full performance level of this vacancy is GS11. The actual grade at which an applicant may be selected for this vacancy is in the range of GS5 to GS11.

Physical Requirements: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination.

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 Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. 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. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

• 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.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.