Medical Records Administration Specialist
$ 40,332 - $ 96,116 / month
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- Assists the Chief, Health Information Management (CHIM) and the HIM Department in identifying and setting short and long-range goals, program objectives, and tasks to meet the mission and vision of the VAMC.
- Provides subject matter expertise to Service Line Leaders, and medical center staff. Interprets and applies The Joint Commission (TJC) standards, VHA regulations and medico-legal requirements; current federal codes pertinent to health records; VHA policy memoranda, directives, handbooks and program guides pertinent to health information management; medical coding (ICD, CPT, HCPCS) and reimbursement methodologies; medical and procedural terminology; anatomy and physiology; regulations governing confidentiality of health records; release of information laws and statutes; and all policies/procedures pertaining to VHA health records.
- Provides training for HIM, clinical and administrative staff on HIM topics. Designs and performs quality improvement projects regarding HIM issues. Assists the CHIM in preparing and conducting various presentations.
- Keeps current on emerging issues and trends in the HIM field, including process improvement initiatives, the electronic health record (EHR), coding and computer-assisted coding, the revenue cycle, release of information and privacy issues, records management, medical speech recognition, transcription and data entry, and health information exchange. Keeps HIM and clinical staff abreast of changing technology in electronic systems used to collect, process, code, protect and store health information. Participates in various VAMC, VISN and national committees requiring HIM subject matter expertise.
- Performs audits and analyses, preparing and presenting findings and recommendations to the CHIM, Service Line Leaders and medical staff. Assures the accuracy and timeliness of the capturing of patient services charges (workload) in accordance with all applicable laws and regulations. Reviews, analyzes and reports HIM performance monitors.
- As a member of the local Revenue Cycle/Charge Services Team, interacts with clinical/ancillary staff to ensure that charge order items, represented by HCPCS/CPT codes, accurately reflect services provided.
- May review and test HIM related software patches; test and troubleshooting EHR menu options and functional issues when HIM users report application errors; perform equipment needs analysis for new or replacement equipment and/or equipment repair; submit work orders or Remedy tickets for correction to HIM software errors. Is the facility expert for software and computer applications related to HIM to provide technical assistance to HIM staff (e.g., coding, ROI, dictation, and medical speech recognition software).
- Serves as point of contact for health record corrections to ensure documentation accurately reflects care delivered and reported. Documentation corrections may consist of retracting erroneous notes, re-titling notes, assigning notes to or removing from consult requests. Collaborates on improperly identified documents with clinicians, Clinical Applications Coordinators (CACs) and others who report problems. Reassigns, rescinds, and removes documents when they have been entered or uploaded incorrectly.
- Provides education when dealing directly with physicians, nurses and other clinical providers requesting completion or adjustment of pertinent parts of the health records, which are found to be inconsistent or incomplete upon analysis. Assists and provides guidance to supporting clinical services to capture required medical information on patients for computer database input. Selects, compiles and trends medical, surgical, and statistical data from numerous components of the health record. Retrieves diagnostic and statistical data for various reports required locally or by VISN or VHA Central Office.
- May assign User Classes to users at the request of the Chief HIM; responds to questions or issues related to that user class. Reviews requests for new templates or additions/correction to existing templates (e.g., clinical reminder dialogs, documentation templates, PowerForms). Reviews requests for new paper forms and assists in the creation and implementation of electronic versions of these forms so that they are always available to EHR users.
- Performs other duties as required or assigned and must be flexible in order to undertake a variety of miscellaneous duties as assigned by the Supervisor.
Requirements
Conditions of Employment
- 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. 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 dentification 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).
Qualifications
Basic Requirements:
Grade Determinations:
Medical Records Administration Specialist, GS-5.
Reference: For more information on this qualification standard, please visit .
The full performance level of this vacancy is 11. The actual grade at which an applicant may be selected for this vacancy is in the range of 5 to 11.
Physical Requirements: See VA Directive and Handbook 5019.
- 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:
- 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,
- 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/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:
- Coding Certification through AHIMA or AAPC OR,
- HIM Certification through AHIMA OR,
- 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).
Grade Determinations:
Medical Records Administration Specialist, GS-5.
- None beyond basic requirements.
- 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:
- 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
- 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.
- Knowledge, Skills, and Abilities (KSA's). In addition to the education or experience above, the candidate must demonstrate all the following KSAs:
- Knowledge of current classification systems , such as International Classification of Diseases, Current Procedural Terminology, and the Healthcare Common Procedure Coding System (HCPCS).
- Ability to effectively communicate (written and verbal) with medical center staff, patients, and external entities.
- Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis [of health information.
- 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.
- Ability to work independently, adapt to shifting priorities, and meet deadlines.
- 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.
- Knowledge, Skills, and Abilities (KSA's). In addition to the education or experience above, the candidate must demonstrate all the following KSAs:
- 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.
- Knowledge of performance and process improvement techniques to develop new or improved solutions in health information management.
- 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.
- Knowledge, Skills, and Abilities (KSA's). In addition to the education or experience above, the candidate must demonstrate all the following KSAs:
- 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.
Reference: For more information on this qualification standard, please visit .
The full performance level of this vacancy is 11. The actual grade at which an applicant may be selected for this vacancy is in the range of 5 to 11.
Physical Requirements: See VA Directive and Handbook 5019.
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: . 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: .
Additional information
During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.
This job opportunity announcement may be used to fill additional vacancies.
This position is in the Excepted Service and does not confer competitive status.
VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.
If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit at .
- Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. .
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
Conditions of Employment
- 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. 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 dentification 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).
Qualifications
Basic Requirements:
Grade Determinations:
Medical Records Administration Specialist, GS-5.
Reference: For more information on this qualification standard, please visit .
The full performance level of this vacancy is 11. The actual grade at which an applicant may be selected for this vacancy is in the range of 5 to 11.
Physical Requirements: See VA Directive and Handbook 5019.
- 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:
- 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,
- 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/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:
- Coding Certification through AHIMA or AAPC OR,
- HIM Certification through AHIMA OR,
- 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).
Grade Determinations:
Medical Records Administration Specialist, GS-5.
- None beyond basic requirements.
- 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:
- 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
- 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.
- Knowledge, Skills, and Abilities (KSA's). In addition to the education or experience above, the candidate must demonstrate all the following KSAs:
- Knowledge of current classification systems , such as International Classification of Diseases, Current Procedural Terminology, and the Healthcare Common Procedure Coding System (HCPCS).
- Ability to effectively communicate (written and verbal) with medical center staff, patients, and external entities.
- Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis [of health information.
- 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.
- Ability to work independently, adapt to shifting priorities, and meet deadlines.
- 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.
- Knowledge, Skills, and Abilities (KSA's). In addition to the education or experience above, the candidate must demonstrate all the following KSAs:
- 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.
- Knowledge of performance and process improvement techniques to develop new or improved solutions in health information management.
- 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.
- Knowledge, Skills, and Abilities (KSA's). In addition to the education or experience above, the candidate must demonstrate all the following KSAs:
- 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.
Reference: For more information on this qualification standard, please visit .
The full performance level of this vacancy is 11. The actual grade at which an applicant may be selected for this vacancy is in the range of 5 to 11.
Physical Requirements: See VA Directive and Handbook 5019.
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: . 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: .
Additional information
During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.
This job opportunity announcement may be used to fill additional vacancies.
This position is in the Excepted Service and does not confer competitive status.
VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.
If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit at .