Medical Records Administrator (Chief (CHIM))
$ 105,383 - $ 137,000 / month
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- Oversees 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 U.S. Department of Veterans Affairs Veterans Health Administration (CARF), and other regulatory and accrediting agencies.
- 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.
- Oversees 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 and complex problems.
- Provides detailed technical expertise in health records science and other very technical aspects of health information.
- 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.
- Assures 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.
- Advises 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.
- Completes internal quality assurance reviews to ensure employee performance and that work meets quality and quantity standards.
- Establishes monitors to ensure the timeliness of hard-copy and/or electronic health record entries and reports findings with subsequent trending of' data.
- Provides management officials hard copy and/or electronic health record review results and trends on an ongoing basis.
- Maintains and reports delinquent records by number, type of deficiencies and responsible provider.
- Serves to guide and assist on research projects and is a resource for patient data on both patient-specific and aggregate databases.
- Represents Business and Financial Operations Service Line and is co-chair of and acts as subject matter expert for the facility-wide Medical Records Committee.
- Participates as a key member of the Quality Improvement (QI) team, works closely with QI personnel, SAIL and is responsible for assuring that the facility is in compliance with all The Joint Commission standards regarding health information.
- Leads the automation of all health information systems and works 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.
- Conducts training programs in health information management, medical terminology, health record documentation, and medico-legal matters.
- Establishes formal affiliation with university programs in health information and precepting students from such programs.
- Directs the operations of all personnel working within the Health Information program and is regularly involved in labor relations and budget management.
- Performs the administrative and personnel management functions relative to staff supervised.
- Oversees the maintenance and evaluation of health records, and assuring legal requirements for care are met.
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.
- 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).
Qualifications
Basic Requirements:
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 Administrator (Chief (CHIM)), GS-12
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.
AND
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 management of the HIM program.
v. Skill in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring [of HIM processes.
vi. Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.
Preferred Experience: Supervisory experience; Knowledge of coding, file room, scanning, release of information, transcription and records management.
Reference: For more information on this qualification standard, please visit .
The actual grade at which an applicant may be selected for this vacancy is GS-13
Physical Requirements: Physical aspects associated with work required of this assignment are typical for the occupation, see Duties section for essential job duties of the position. May require standing, lifting, carrying, sitting, stooping, bending, puling, and pushing. May be required to wear personal protective equipment and undergo annual TB screening or testing as conditions of employment.
Work Environment: Work is performed in an office/clinic setting with minimal risks that requires normal safety precautions; the area is adequately lighted, heated, and ventilated. However, the work environment requires someone with the ability to handle several tasks at once in sometimes stressful situations.
- 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:
- Coding Certification through AHIMA or AAPC.
- Coding Certification. Mastery certification obtained through the American Health Information Management Association (AHIMA) or the American Association of Professional Coders (AAPC). To be acceptable for qualification, the specific certification must represent a comprehensive competency in the occupation. Stand-alone specialty certifications do not meet the definition of mastery level coding certification and are not acceptable for qualifications. Certification titles may change and certifications that meet the definition of mastery level coding certification may be added/removed by the above certifying bodies; however, current mastery level coding certifications include: Certified Coding Specialist (CCS), Certified Coding Specialist (CCS) - Physician-based (CCS-P), Certified Professional Coder (CPC), Certified Outpatient Coder (COC), and Certified Inpatient Coder (CIC). OR,
- HIM Certification through AHIMA.
- 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). OR,
- Health Data Analyst Certification through AHIMA.
- Health Data Analyst Certification. This is limited to certification obtained through AHIMA. To be acceptable for qualifications, the specific certification must certify mastery in health data analysis. Certification titles may change and certifications that meet the definition of health data analyst certification may be added/removed by the above certifying body; however, current health data analyst certification includes Certified Health Data Analyst (CHDA).
- Coding Certification through AHIMA or AAPC.
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 Administrator (Chief (CHIM)), GS-12
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.
AND
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 management of the HIM program.
v. Skill in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring [of HIM processes.
vi. Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.
Preferred Experience: Supervisory experience; Knowledge of coding, file room, scanning, release of information, transcription and records management.
Reference: For more information on this qualification standard, please visit .
The actual grade at which an applicant may be selected for this vacancy is GS-13
Physical Requirements: Physical aspects associated with work required of this assignment are typical for the occupation, see Duties section for essential job duties of the position. May require standing, lifting, carrying, sitting, stooping, bending, puling, and pushing. May be required to wear personal protective equipment and undergo annual TB screening or testing as conditions of employment.
Work Environment: Work is performed in an office/clinic setting with minimal risks that requires normal safety precautions; the area is adequately lighted, heated, and ventilated. However, the work environment requires someone with the ability to handle several tasks at once in sometimes stressful situations.
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.
- 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).
Qualifications
Basic Requirements:
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 Administrator (Chief (CHIM)), GS-12
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.
AND
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 management of the HIM program.
v. Skill in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring [of HIM processes.
vi. Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.
Preferred Experience: Supervisory experience; Knowledge of coding, file room, scanning, release of information, transcription and records management.
Reference: For more information on this qualification standard, please visit .
The actual grade at which an applicant may be selected for this vacancy is GS-13
Physical Requirements: Physical aspects associated with work required of this assignment are typical for the occupation, see Duties section for essential job duties of the position. May require standing, lifting, carrying, sitting, stooping, bending, puling, and pushing. May be required to wear personal protective equipment and undergo annual TB screening or testing as conditions of employment.
Work Environment: Work is performed in an office/clinic setting with minimal risks that requires normal safety precautions; the area is adequately lighted, heated, and ventilated. However, the work environment requires someone with the ability to handle several tasks at once in sometimes stressful situations.
- 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:
- Coding Certification through AHIMA or AAPC.
- Coding Certification. Mastery certification obtained through the American Health Information Management Association (AHIMA) or the American Association of Professional Coders (AAPC). To be acceptable for qualification, the specific certification must represent a comprehensive competency in the occupation. Stand-alone specialty certifications do not meet the definition of mastery level coding certification and are not acceptable for qualifications. Certification titles may change and certifications that meet the definition of mastery level coding certification may be added/removed by the above certifying bodies; however, current mastery level coding certifications include: Certified Coding Specialist (CCS), Certified Coding Specialist (CCS) - Physician-based (CCS-P), Certified Professional Coder (CPC), Certified Outpatient Coder (COC), and Certified Inpatient Coder (CIC). OR,
- HIM Certification through AHIMA.
- 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). OR,
- Health Data Analyst Certification through AHIMA.
- Health Data Analyst Certification. This is limited to certification obtained through AHIMA. To be acceptable for qualifications, the specific certification must certify mastery in health data analysis. Certification titles may change and certifications that meet the definition of health data analyst certification may be added/removed by the above certifying body; however, current health data analyst certification includes Certified Health Data Analyst (CHDA).
- Coding Certification through AHIMA or AAPC.
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 Administrator (Chief (CHIM)), GS-12
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.
AND
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 management of the HIM program.
v. Skill in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring [of HIM processes.
vi. Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.
Preferred Experience: Supervisory experience; Knowledge of coding, file room, scanning, release of information, transcription and records management.
Reference: For more information on this qualification standard, please visit .
The actual grade at which an applicant may be selected for this vacancy is GS-13
Physical Requirements: Physical aspects associated with work required of this assignment are typical for the occupation, see Duties section for essential job duties of the position. May require standing, lifting, carrying, sitting, stooping, bending, puling, and pushing. May be required to wear personal protective equipment and undergo annual TB screening or testing as conditions of employment.
Work Environment: Work is performed in an office/clinic setting with minimal risks that requires normal safety precautions; the area is adequately lighted, heated, and ventilated. However, the work environment requires someone with the ability to handle several tasks at once in sometimes stressful situations.
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 .