Medical Records Administrator (Assistant Chief of Health Information Management (ACHIM)

This position is located in the Health Information Management (HIMs) Business Office Service Line at the Manchester Healthcare System campus. The Assistant Chief of HIMS, Medical Records Administrator in VHA performs or supervises work concerned with the management of a health record program or the provision of services related to medical record administration/health information services.

This assignment serves as the Assistant Chief of Health Information Management (ACHIM) in VA Medical Centers designated as complexity level 2 or 3 as designated in the VHA Facility Complexity Model Listing. The ACHIM assists the Chief HIM (CHIM) in establishing policies, responsibilities, and requirements for health information management (HIM) related matters, such as health record documentation, coding and clinical documentation [integrity], records management, release of information, file room/scanning, transcription and medical speech recognition, as well as the overall management of health information and Veterans health records.

Duties may include, but are not limited to:

• Keeps current on emerging issues and trends in the HIM field, including process improvement initiatives for HIM, the electronic health record (EHR), medical coding, clinical documentation integrity, health record documentation analysis, transcription/speech recognition, release of information, file room, scanning and indexing, and health information exchange. Keeps the CHIM, management and clinical staff abreast of changing technology in electronic systems used to collect, process, code, protect and store health information.
• Consistently conducts audits and monitors for all areas of responsibility, ensuring accurate and timely data is processed by all employees. Reviews completed work and assesses quality, quantity, accuracy, and timeliness of work produced by each employee and provides constructive feedback. Ascertains problems encountered, develops performance improvement plans, and recommends personnel actions as necessary.
• Assists in selected miscellaneous retrospective health record review/data abstraction projects to support medical center Quality Management data collection activities.
• 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. Interviews prospective employees, recommends selection, and carries out training and development of assignments, awards, or disciplinary action. Approves leave and establishes work schedules ensuring appropriate coverage. Implements provisions of EEO programs to ensure fair and equal treatment for all employees
• Is a subject matter expert on GS-0675 Medical Records Technician and GS-0669 Medical Records Administrator qualification standards and how to appropriately interpret and apply them.
• Assists the CHIM with the development, evaluation and updating of standard operating procedures, training guides, and policies. May be required to develop training materials and continuing education programs. Serves as acting CHIM in the absence of the Chief.
• Analyzes workflow to determine potential problem areas and makes recommendations to correct these areas and improve coordination between the various units. Obtains, organizes, files, and retrieves reports, correspondence, and financial data for use in preparing status reports, briefings, and presentations. Identifies and recommends ways of eliminating, combining, simplifying, or improving procedures and processes.
• The incumbent 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 facility leadership 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.
• Ascertains problems encountered and takes corrective action.
• 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.

Work Schedule: Monday - Friday, 8:00 am - 4:30 pm, EST.
Telework: Per Supervisory Discretion
Virtual: This is not a virtual position.
Functional Statement #: FS-: F06015
Permanent Change of Station (PCS): Not Authorized

Notifications:

• This position is a NOT a Bargaining Unit.
• This position is in the. Excepted Service and does not confer competitive status.
• 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).
• This position is covered by locality-based comparability pay.
• Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action).
• Narrative responses to the knowledge, skills and abilities (KSAs) may be required from the selectee in order to proceed with the appointment.

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 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

• 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

• 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.
• Medical Records Administrator's must be proficient in spoken and written English. See 38 U.S.C. § 7403(f).
• 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)

Grade Determination:

Medical Records Administrator, (Assistant Chief (ACHIM)), GS-11

• Experience: At least 1 year of experience comparable to the next lower grade level GS-09 that demonstrates 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.

AND

• Certification:. Employees at this level must have a HIM Certification.

GS-09 Knowledge, Skills and, Abilities

• Knowledge of medical and legal requirements related to health information management and health records.
• Ability to provide technical advice and [guidance] on health information management practices.
• Skill in extracting data from various sources and analyzing health information to create reports
• Skill in researching, interpreting, and [applying] health information management guidelines.

GS-11 Knowledge, Skills and, Abilities

• Skill in performance and process improvement techniques to develop and 9 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, statutes, 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 plan, justify, develop, evaluate, assess, monitor and/or advise on current HIM processes and recommend changes in policies or procedures.
• Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment).
• Ability to provide the full range of supervisory duties, to include assignment of work, completing performance evaluations, selection of staff, and recommendation for awards, advancements, and disciplinary actions, when appropriate.

Assignments. This assignment is considered above the full performance level. This assignment serves as the Assistant Chief of Health Information Management (ACHIM) in VA Medical Centers designated as complexity level 2 or 3 as designated in the VHA, "2014 Facility Complex Model". The ACHIM assists the Chief HIM (CHIM) in establishing policies, responsibilities, and requirements for HIM related matters, such as health record documentation, coding and clinical documentation improvement, records management, release of information, file room/scanning, transcription and medical speech recognition, as well as the overall management of health information and Veterans health records. The ACHIM assists the CHIM in identifying and setting short-range and long-range goals, program objectives, and tasks to meet the mission and vision of the medical center. They monitor and manage HIM workflow to ensure program objectives are met. They also assist with planning, developing, directing, and evaluating health information and other functions. They oversee implementation and adherence to HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies. The ACHIM ensures the facility is in compliance with applicable standards by completing HIM audits, healthcare data reports, and statistical information, for timely and accurate reporting. They establish, implement, and monitor HIM performance through metrics, productivity measures, benchmarking, and other applicable tools. This MRA position ensures quality and efficiency for all areas and processes of the HIM department.

Preferred Experience:

• In addition to the required certification as a Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA), candidates with 3-5 years of progressively experience in Health Information Management (HIM) within a healthcare setting are highly desirable.
• This includes exposure to areas such as records management, release of information (ROI), data integrity, compliance, and/or coding operations.
• Prior supervisory or leadership experience (1-2 years or more) is strongly preferred including responsibility for staff oversight, workflow coordination, performance management, and quality improvement initiatives. Additional relevant certifications such has Certified Coding Specialist (CCS), Certified Professional Coder (CPC), Certified Documentation Improvement Practitioner (CDIP), or clinical documentation integrity credentials are considered highly desirable.
• Experience working with electronic health record systems, knowledge of regulatory and accreditation standards, and the ability to collaborate effectively with interdisciplinary teams is highly preferrable. The ideal candidate demonstrates strong organizational, analytical, and communication skills, along with a commitment to supporting high-quality patient care and efficient HIM operations.

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

Physical Requirements: The work frequently requires lifting, carrying, filing, and handling of medical records, forms and supplies. Requires sitting, standing, bending and traveling to a variety of locations within the medical center. Requires daily extended use of computer terminal for processing all phases of daily work. Incumbent must have emotional and mental stability and be able to work closely with others.

Grandfathering Provision. 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.

IMPORTANT: A transcript must be submitted with your application if 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 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.
• Must pass pre-employment physical evaluation.
• 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.