This position is located in the Health Information Management Section (HIMS) of the Health Administration Service (HAS) at the Sioux Falls VA Health Care System (SFVAHCS). Medical Records Administrators (MRAs) in VHA perform or supervise work concerned with the management of a health record program or the provision of services related to medical record administration/health information services.

Duties

FUNCTIONS The incumbent is a full assistant to the CHIM. They keep current on emerging issues and trends in the HIM field, including process improvement initiatives for HIM, the electronic health records, coding, health record documentation analysis, transcription/speech recognition, release of information, file room/scanning programs, and health information exchange. Keeps the CHIM< management and clinical staff abreast of changing technology in electronic health systems used to collect, process, code, protect and store health information. Provides effective audits and monitors for all areas of responsibility, assuring that accurate and timely data is processed by all employees. Reviews work accomplished and assesses quality, quantity, accuracy and timeliness of work produced by each employee. Ascertains problems encountered and takes corrective action. Develops performance standards and conducts performance evaluations. Develop and conducts competency assessments. Responsible for carrying out established personnel functions and practices. Keeps employees informed about important aspects of personnel management programs. Formulates and initiates performance standards. Interviews prospective employees, recommends selection, and carries out training and development of assignments, awards or disciplinary action. Approves leave and establishes work schedules. Implements provisions of EEO programs to ensure fair and equal treatment for all employees. Is a subject mater expert on 0675 and 0669 qualification standards and how to appropriately apply them. Provides administrative support by aiding in the selection, training and evaluation of section employees. Provides technical guidance to the various work units. Additionally, is responsible for determining the need for and extent of training personnel outside HIM with regard to the health record and its format. Assists the CHIMS with the development, evaluation and updating of office procedures, manuals, policies and directives. May be required to develop training materials for continuing education programs. Training programs developed and conducted by employee may include medical terminology, health record documentation requirements, coding, transcription, records management, release of information, Privacy Act and HIPAA. Assistance is also provided in formal and informal service training and orientation of house staff as well as other members of the health care team regarding health record functions and quality content. Incumbent in this position provides consultation and management support to the above units to ensure smooth operation of a customer focused, forward thinking and efficiently managed department. In the absence of the CHIMS, incumbent functions as Acting Chief of the Section and is responsible for overall management of the Sections' program and function. Incumbent aids with the overall effective administration and planning of the HIM program throughout all areas of the facility in order to give maximum support to the staff in the treatment of patients. Performs audits and analyses, preparing findings and recommendations to the CHIMS, service line leaders and designees. Performs documentation corrections. Documentation errors consist of retracting erroneous notes, re-titling notes, assigning notes to or removing from consult requests. Program solves improperly identified documents with clinicians, Clinical Application Coordinators (CACs) and others who report problems. 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 us in preparing status report, briefings, and presentations. Identifies and recommends ways of eliminating, combining, simplifying, or improving procedures and processes. Establishes criteria and provides education when dealing directly with physicians, nurses and other clinical providers requesting them to complete or adjust pertinent parts of the health records, which are found to be inconsistent or incomplete upon analysis. The incumbent prepares training materials and participates in orientation and instructional activities as required. Assist the CHIMS in identifying and setting short and long range goals, program objectives and tasks to meet the mission and vision of the medical center. Participates in various facility, VISN and national committees requiring HIM subject matter expertise. Is responsible for reports preparation and presentation oft date to the committee (s). Is responsible for developing and updating policies pertaining to committee function, health record review activities, and HIM. Work Schedule: Monday-Friday 8am-4:30pm Telework: AdHoc Virtual: This is not a virtual position. Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

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. English Language Proficiency. MRAs must be proficient in spoken and written English in accordance with chapter 2, section D, paragraph 5a, this part. 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). Grade Determinations: GS-11: Experience: Must have one year of creditable experience equivalent to the next lower grade level that demonstrates all 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. AND Demonstrated knowledge, 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, statutes, 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 plan, justify, develop, evaluate, assess, monitor and/or advise on current HIM processes and recommend changes in policies or procedures. vi. Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment). vii. 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. 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 using it for all or part of your qualifications.

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]