The Supervisory Medical Record Administrator serves as the Chief, Health Information Management Section and has responsibility for the Medical Record Program functions at the Sioux Falls VA. This employee is responsible for planning, organizing, initiating and directing all functions of the section, including transcription, release of information, statistics, file room and coding. Employee has primary supervisory, training and future work incorporation responsibilities for HIMS.

Duties

Supervises the compilation of statistics for the hospital, community living centers, community nursing homes, and the CBOCs within the Sioux Falls VA Health Care System. Provides information on census, monthly statistical summaries, average length of stay and other data as required. Reports are transmitted electronically and manually to administration, Fiscal Service, Regional and Headquarters Health Administration. Serves as coordinator of the center's annual patient census survey and other surveys as directed by Headquarters Health Administration and Business Office Manager. Supervises preparation and control of release of information and approves all such releases. Responsible for administering a thorough understanding of the Privacy Act of 197 4 and VA Regulations, as well as confidentiality of alcohol and drug abuse information. Coordinates with Regional Counsel the requests for all medical malpractice cases and serves as the custodian of the records on all required subpoenas. Supervises the file room staff. Supervises the coding activities. Maintains updated guidelines in accordance with HCF A, AHA, AMA and VA regulations. Responsible for assuring a coding compliance plan is developed, implemented and maintained. Coordinates the end-of-the-year closeout activity, delinquency rate for the Joint Commission and annual patient census activities. Supervises the overall operational management of transcription to include transcription contracts. Responsible for insuring contract compliance in regard to turn around time, work quality and verification of invoices submitted for payment. Serves as the Contracting Officer's Technical Representative (COTR). Supervises the Decedent Affairs' functions and processes. Supervises the scanning (VistA Imaging) duties to ensure all necessary health/administrative information is integrated into CPRS through PC scanning hardware and Vista Imaging software. Provides advisory review to administrative, medical and other professional staff on how record material can serve the needs of staff members, on establishing policies for record maintenance and on modifying and adapting existing procedures to better serve changing needs. Serves in a consulting capacity. Reviews and analyzes records to ensure that the necessary components are present, that terminology used by physicians is in keeping with accepted standards, that the contents appear to be accurate and internally consistent and the contents are filed within the record in an established sequence. A determination must be made whether the record appears to be complete enough to furnish desired data for current and future patient care, research and training purposes. Insures that records will meet the requirements _ of accrediting agencies and will meet all legal requirements. Responsible for the Medical Record Service's portion of the Joint Commission standards and participates in the survey. As a member of the Medical Record Committee and CPRS, regularly attends meetings and reports on quality assurance monitors which apply to documentation and timeliness concerns of record completion. Has coordination responsibility for the records review process of the multidisciplinary record assurance work group. In performance of official duties, the employee has regular access to printed and electronic files containing sensitive data which must be protected under the provisions of the Privacy Act of 1974, and other applicable laws, Federal Regulations, VA statutes and policy and VHA policy . The employee is responsible for protecting data from unauthorized release, loss, alteration or unauthorized deletion. Provides education and training in all phases of the Medical Record Program. Orientates medical record students regarding VA activities and procedures. Serves as the clinical instructor to these students. Conducts courses and training sessions as necessary. Develops and provides monthly training to new residents on rotation at the Medical Center. Assigns work, sets performance standards, counsels, reviews work, and takes corrective action as necessary of employees. Schedules and approves annual leave, prepares classification actions, interviews and selects candidates for vacancies. Prepares requests and recommendations for promotions, reassignments or recognition of outstanding performance. Receives and resolves formal grievances at the first supervisory level. Assists the Business Office Manager. Maintains a close working relationship with the medical staff. Work Schedule: Monday-Friday 8:00 - 4:30 Compressed/Flexible:Not available Telework: Available and will be communicated during interview process Virtual: This is not a virtual position. Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not authorized PCS Appraised Value Offer (AVO):Not authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/29/2023. 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: Employees at this level must have a HIM Certification. 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). 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). Preferred Experience: 2-3 years Inpatient and Outpatient Coding Experience,2-3 Release of Information experience, 5-7 years management experience Grade Determinations: GS-12: Experience: Must have one year of creditable experience equivalent to the next lower grade level that demonstrates all the KSAs described at that level 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. Skill in evaluating, developing and implementing new policies, procedures, [and] programs. iii. Ability to provide program [oversight, including advisory and technical expertise on a range of health information management practices and guidelines to staff at various levels. iv. Ability to develop and conduct training on health information management programs, policies, procedures, and performance improvement activities. v. Ability to effectively procure and manage HIM resources (i.e. space, staffing, education, budget, etc.). vi. Ability to provide the full range of supervisory duties to include assignment of work; completing performance evaluations; selection of staff; and recommendation of awards, advancements, and disciplinary actions[ vii. Customer service skills necessary to effectively communicate written and verbal and interact with all levels of hospital personnel, physicians, patients, and outside agencies. viii. Ability to deal effectively with sensitive and/or complex situations. Assignments. This assignment serves as the CHIM, which] is the highest-level professional position at the facility, with responsibility for the management and direction of the health information management program. [This assignment is only for facilities designated as complexity level 2 or 3 as designated in the VHA, "2014 Facility Complexity Level Model", with full program management and supervisory responsibility to direct professional MRAs, technical MRTs, and other support staff in health information management. CHIMs provide technical advice, planning, and evaluation regarding health information management issues that impact the overall program on a regular and recurring basis. Multi-division, integrated health care systems under the leadership of a single director are considered to be a single facility, with one CHIM. A position with program responsibility over less than the single health care system does not have full program responsibility for the health information management program. The CHIM establishes policies, procedures, responsibilities, and requirements for HIM-related matters, such as health record documentation, coding and clinical documentation improvement, release of information, file room/scanning, records management, transcription and medical speech recognition, as well as the overall management of health information and Veterans health records. They oversee implementation and adherence to HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies. They ensure that the facility is in compliance with applicable standards by completing HIM audits, developing healthcare data reports, and statistical information, for timely and accurate reporting. They monitor HIM performance through dashboards, productivity standards, and benchmarking. The CHIM participates in establishing and implementing strategic facility and HIM Department goals, controlling program activity costs, budgeting, procurement, and property management to achieve goals and improve processes. They monitor and manage HIM workflow to ensure program objectives are met. They effectively communicate and negotiate with staff at all levels of the organization. The CHIM communicates with medical center staff and external organizations to promote compliance with regulations, guidelines, policies, and procedures to meet the goal of excellent patient care. They ensure quality and efficiency for all areas and processes of the HIM department. They develop and implement HIM departmental short-term and long-term budgets, to include contracts, equipment, space, training, and staffing plans. English Language Proficiency. MRAs must be proficient in spoken and written English in accordance with chapter 2, section D, paragraph 5a, this part. 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 the evaluation or examination.

Education

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Royal C Johnson Veterans Memorial Hospital 2501 West 22nd Street Sioux Falls, SD 57105 US
• Name: Glenda Abfalter
• Phone: 3202556480 X5201
• Email: [email protected]