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Job opening: Medical Records Administrator

Salary: $102 489 - 133 236 per year
City: Palo Alto
Published at: Aug 31 2023
Employment Type: Full-time
This position is located in the Health Information Management (HIM) Section of the Chief of Staff Service at the VA Palo Alto Healthcare System (VAPAHCS). 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 include but are not limited to: The incumbent serves as the Assistant Chief of Health Information Management (ACHIM) in a medical facility of high complexity (level 1), with responsibility for the supervision of all HIM functions. Incumbent is charged with full responsibility, both technical and administrative, for the daily operation of the HIM department which consists of all functions of health record activities related to coding, health record documentation analysis, transcription/speech recognition, release of information, file room/scanning programs, and health information exchange. Is a full assistant to the Chief of Health Information Management (CHIM). 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. This position assists the CHIM in the planning, directing, policy making, organizing and controlling the activities of this department and serves as acting CHIM in the absence of the CHIM. 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. Responsible for assisting physicians and other health professionals in obtaining health record information to be used in research projects. Advises on what material is available, how it may be obtained and the uses that can be made of the information while protecting the confidentiality of the record. The incumbent aids in a variety of projects and is responsible for screening, abstracting and tallying data from records and computer-generated reports. May serve as a consultant to provide guidance and advise researchers on methods for gathering data. Assists in selected miscellaneous retrospective health record review/data abstraction projects to support medical center Quality Management data collection activities. 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. Develops 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. Coordinates monthly staff meetings and prepares timely/accurate minutes. Is a subject matter expert on 0675 and 0669 qualification standards and how to appropriately apply them. Provides administrative support to other HIM Supervisors/Leads by aiding in the selection, training and evaluation of section employees. Provides technical guidance to the unit supervisors and lead clerks while providing support to each unit in the absence of the section supervisor. Provides expertise in the area of subpoenas, court orders, advance directives, and general release of information, as well as other medico-legal issues. Assists the CHIM with the development, evaluation, and updating of office procedures, manuals, policies and directives. May be required to develop training materials and continuing education programs. Training programs developed and conducted by employee may include medical terminology, health record documentation requirements, Release of Information, Privacy Act and HIPAA instructions. 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 medical record functions and quality content. Work Schedule: Monday-Friday 8:00am-4:30pm Telework: Ad hoc Virtual: This is not a virtual position. Functional Statement #: 000000 Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required



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: 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. NOTE. See paragraph 2a above for a detailed definition of Coding Certification. OR, HIM Certification through AHIMA. NOTE. See paragraph 2d above for a detailed definition of HIM Certification. OR, Health Data Analyst Certification through AHIMA. NOTE. See paragraph 2c above for a detailed definition of Health Data Analyst Certification. NOTE. HIMs Certification is required for all positions above the full performance level. Loss of Credential. Following initial certification, credentials must be maintained through rigorous continuing education, ensuring the highest level of competency for employers and patients. An employee in this occupation who fails to maintain the required certification must be removed from the occupation which may result in termination of employment. At the discretion of the appointing official, an employee may be reassigned to another occupation for which he/she qualifies, if a placement opportunity exists. English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. ? 7403(f). Grade Determinations: GS-12 Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates all the KSAs described at that level. AND Certification. Employees at this level must have a HIM Certification. AND Demonstrated Knowledge, Skills, and Abilities (KSAs) (1) Skill in managing various projects and processes, which includes the ability to develop new or improved solutions to complex technical problems in health information management. (2) Ability to advise management and staff on a wide range of health information management practices based on current industry standards, policies, statutes, laws, and regulations. (3) Ability to plan, justify, develop, evaluate, assess, monitor, and/or advise on current health information management processes, and recommend changes in policies or procedures. (4) Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines, and accrediting bodies as they apply to health information management. (5) Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment). (6) 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. Assignments. This assignment serves as the Assistant Chief in VA Medical Centers for all categories (1a, 1b, and 1c) within the complexity level 1 as designated in the VHA, "2014 Facility Complexity Level Model". The ACHIM assists the 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. They assist 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. The ACHIM monitors and manages HIM workflow to ensure the program objectives are met. The ACHIM assists 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. They ensure 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 establish, implement, and monitor HIM performance through metrics, productivity measures, benchmarking, and other applicable tools. The ACHIM ensures quality and efficiency for all areas and processes of the HIM department. References: VA Handbook 5005/130, PART II, APPENDIX G33. MEDICAL RECORD[S] ADMINISTRATOR / MEDICAL RECORDS ADMINISTRATION SPECIALIST QUALIFICATION STANDARD, GS-[0]669, Veterans Health Administration. The full performance level of this vacancy is GS-12. The actual grade at which an applicant may be selected for this vacancy is GS-12. Physical Requirements: The work is primarily sedentary. There is walking, bending and reaching required such as for filing or locating material, and carrying items such as reports, documents, and supplies. Entering data and word processing on a personal computer may result in physical problems from the effects of repetitive motion and eyestrain.


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.


  • Address Palo Alto VA Medical Center 3801 Miranda Avenue Palo Alto, CA 94304 US
  • Name: Timothy McBrian
  • Email: [email protected]


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