The Medical Records Administrator (MRA) (Chief, Health Information Management (CHIM)) is located in the Business Office/Health Information Management (HIM) at the Columbia VA Health Care System. Supervisory MRAs at this grade level are Chiefs of HIM in VA Medical Centers that are the highest complexity level category for VHA facilities, and which are affiliated, tertiary care facility/health care system with comprehensive research programs and thus warrant an expanded senior leadership team.

Duties

As the MRA (Chief, HIM), major duties and responsibilities include, but not limited to: 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 (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. Responsible for 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 process 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, 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. Assures all coded and abstracted health information meets the requirements of the VA and/or the Joint Commission and is consistent with professional health records standards. Assures all patients have a complete, accurate, and timely record of their medical care at the facility. Leads the automation of all health information systems. Works closely with Information Technology (IT) and Clinical Informatics. Guides the automation of health record documentation, health record tracking, and physician incomplete record tracking. Provides direct support to Regional Counsel. Provides consultation services to members of the Counsel's staff in areas dealing with health information. Participates at VA national and VISN levels as a resource person on health information matters. 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. Establishes guidelines and performance expectations for staff. Develops and coordinates internal review systems to assure both clinical and administrative activities are following agency, accrediting, and regulatory requirements. Work Schedule: Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position. Functional Statement #: 544-01979-0 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met. Basic Requirements: United States Citizenship. Candidates must be a citizen of the United States. Non-citizens may be appointed when it is not possible to recruit qualified candidates in accordance with 38 U.S.C. § 7407(a). 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. 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). NOTE. HIMs Certification is required for all positions above 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. 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). Grandfathering Provision. All persons employed in VHA as an MRA are considered to have met all qualification requirements for the title, series, and grade held, including positive education, and registration and/or certification that are part II-G33-4 of the basic requirements of the occupation. For employees who do not meet all the basic requirements in this standard, but who met the qualifications applicable to the position at the time they were appointed, the following provisions apply: Such employees may be reassigned, promoted up to, and including, the full performance (journeyman) level, or changed to lower grade within the occupation, but may not be promoted beyond the journeyman level or placed in supervisory or managerial positions. Employees who were appointed on a temporary basis, prior to the effective date of the qualification standard, may not have their temporary appointment extended or be reappointed on a temporary or permanent basis until they fully meet the basic requirements of the standard. Employees initially grandfathered into this occupation who subsequently obtain additional education and/or licensure/registration/certification, and meet all the basic requirements of this qualification standard, must maintain the required credentials as a condition of employment in the occupation. MRAs who are converted to title 38 hybrid status under this provision and subsequently leave the occupation lose protected status and must meet the full VA qualification standard requirements in effect at the time of reentry, as a medical records administrator. English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f). Grade Determinations: In addition to the basic requirements for employment, the following criteria must be met when determining the grade of candidates. Medical Records Administrator (Chief (CHIM)),] GS-13 (a) Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates the KSAs described at that level. AND (b) Certification. Employees at this level must have a HIM Certification. AND (c) 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. (d) Assignments. This assignment is the Chief Health Information Management (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 the CHIM 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", with full program management and supervisory responsibility to direct professional MRAs, technical MRTs, and other support staff in health information management. CHIMs in this assignment provide technical advice, planning, and evaluation about health information management issues impacting 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 a single health care system does not have full program] responsibility for the health information management program. MRA (Chief, Health Information Management (CHIM)): Additional Assignment is listed under the 'Additional Information' section below. Preferred Experience: Must be an RHIT or RHIA credentialed through AHIMA. References: VA Handbook 5005/130, Part II, Appendix G33, Medical Records Administrator/Medical Records Administration Specialist Qualification Standard GS-0669 dated May 28, 2020. The full performance level of this vacancy is 11. The actual grade at which an applicant may be selected for this vacancy is a 13. Physical Requirements: See VA Directive and Handbook 5019.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Columbia VA Health Care System 6439 Garners Ferry Road Columbia, SC 29209 US
• Name: Cecelia Perkins
• Phone: 540-982-2463 X2403
• Email: [email protected]