Medical Record Administrator

SummaryThis position is located in the Health Information Management Section of Business Operations Service at the Phoenix VA Medical Center. Medical Records Administration Specialist (MRAS) in VHA perform work concerned with the management of a health record program or the provision of services related to medical record administration/health information services. MRASs manage, preserve, analyze, and supervise the use of diagnostic and therapeutic health records/health information management.ResponsibilitiesIncumbent serves as technical specialist in the broad scope of health information related matters, provides advice and guidance on the HIM program in relation to issues such as, but not limited to, documentation requirements for coding, liability issues, advance directives, informed consent, scanning processes, release of information, assessments by the Office of Inspector General (OIG), The Joint Commission (TJC), and a variety of others, etc. Conducts research on and coordinates projects and studies of records systems. Determines the scope of the study, formulates a plan of action, designs and creates study tools, tabulates results, summarizes findings, makes recommendations, and produces management reports. Analyzes situations or processes and recommends improvements or changes as necessary. Assists in writing health information policies and procedures that reflect new or revised approaches to management of health information and contribute to ensuring that regulatory requirements are met when revising policies and procedures. Assists in conducting quality assurance studies of health records. Performs work related to all areas of HIM as well as collaborates with other departments within the medical center and VISN to improve performance and patient care. Compiles, reviews, abstracts, analyzes, and interprets medical/legal data incidental to a variety of patient care and treatment activities. Serves as technical expert in health record content and documentation requirements. Performs quantitative and qualitative reviews of healthrecord documentation to ensure all patient care data entered in the electronic health record (EHR) is accurate, timely, and completed. Adheres to established documentation requirements as outlined by The Joint Commission (TJC) regulations, Veterans Health Administration (VHA) guidelines, as well as medical-legal requirements. Serves as a liaison in the implementation of automated clinical applications pertaining to the EHR. Applications supported concentrate on those involving automation of the clinical record and functions supporting clinicians and other health care providers inmultiple using services. Analyzes clinical and administrative processes related to information flow. Tests and verifies software packages prior to activation in production mode. Coordinates with software developers in the local testing of software. Troubleshoots daily operating problems with relevant software modules. Logs problems, referring those requiring a higher level of technical support to the appropriate computer specialist. Provides feedback on the software development and modification needs and requirements of field facilities. Implements integrated software packages. Resolvesconflicts and ensures smooth operations in areas where package scope overlaps or is integrated with other service functions. Participates in facility committees and subcommittees related to health information and provides technical advice when necessary. Participates in training related to VHA Healthcare Information Systems such as VistA, CPRS and other software packages as they relate to HIM job functions. Work Schedule: Full-time; 8:00am - 4:30pm; Monday - Friday; Schedule may be adjusted based on the needs of the organization.Financial Disclosure Report: Not requiredRequirementsConditions of EmploymentQualificationsBasic 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 (a) Three years of experience in the field of medical records that included the preparation, maintenance, and management of medical records and health information systems. At least 1 year of this experience must be comparable to a GS-4 level position. An associate's degree in the health information field plus 1 year of experience that included the preparation, maintenance, and management of medical records and health information systems. NOTE: Successfully completed training for health information technicians in a school accredited by the American Health Information Management Association (AHIMA) at the time the program was completed may be substituted for 1 year of experience. No credit may be given for partial completion of such training. OR, (2) Education. Education equivalent to a baccalaureate degree from an accredited university or college. OR, (3) Experience/Education Combination. Equivalent combinations of experience and education may be used to meet basic requirements. Grade Determinations: GS-5. None beyond basic requirements. GS-7 (a) Experience. In addition to the basic requirements, at least 1 year of experience comparable to the next lower grade level. In addition, the candidate must demonstrate the following KSAs:OR, (b) Advanced Entry Level Placement. See details in the Education section of this announcement. (c) Demonstrated Knowledge, Skills, and Abilities 1. Comprehensive understanding of clinical classification systems and nomenclatures. 2. Ability to provide advisory and technical expertise on a range of health information management/medical record issues to staff, management, and the general public. 3. Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis. 4. Knowledge of and ability to use and evaluate software programs and information systems relative to health information services. 5. Knowledge of anatomy, pathophysiology, and medical terminology. GS-9 (a) Experience. At least 1 year of experience at the next lower grade level that demonstrates the knowledge, skills, abilities, and other characteristics described at that level. In addition, the candidate must demonstrate the following KSAs: OR, (b) Education. Education equivalent to 2 full years of progressively higher level graduate education or master's or equivalent graduate degree from an accredited college or university in a field directly related to health information. (c) Demonstrated Knowledge, Skills, and Abilities 1. Ability to interpret and apply knowledge of clinical classification systems such as International Classification of Diseases (ICD), Current Procedural Technology (CPT), the Systematized Nomenclature of Medicine (SNOMED), and the Healthcare Common Procedure Coding System (HCPCS); 2. Ability to determine and evaluate compliance with the standards of regulatory and accrediting bodies such as the Joint Commission on the Accreditation of Healthcare Organizations (JCAHO), the Centers for Medicare and Medicaid Services, etc.;

Ability to provide technical advice and/or provide oversight on health information issues. This includes skill in interpreting and adapting health information management guidelines that are not completely applicable to the work or have gaps in specificity; 4. Ability to extract information, generate reports from various databases (e.g. clinical, financial), and analyze data including a consideration of such issues as applicability, validity, reliability, and the quality and characteristics of the data source, etc.; 5. If the position is supervisory in nature, ability to successfully apply principles and techniques of sound human resource management; 6. If the position is supervisory in nature, skill in administrative management, i.e., budgeting, contracting, procurement, property management; and 7. If the position is supervisory in nature, ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities. GS-11 (a) Experience. At least 1 year of experience comparable to the next lower grade level that demonstrates the KSAs described at that level. In addition, the candidate must demonstrate the following KSAs: OR, (b) Education. Education equivalent to 3 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. (c) Demonstrated Knowledges, Skills, and Abilities 1. Skill in project management and process improvement, 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 about adequate medical record documentation, health information services, and/or computerized patient records based on current statutes and standards; 3. Ability to plan for, justify, test, assess, and/or advise about the use of current and future software programs or information systems, implement and integrate such products into current health information management processes, and recommend changes in policies or procedures; 4. Ability to interpret, implement, and apply knowledge of privacy and confidentiality requirements affecting individual patient/protected health information;

Demonstrated comprehensive knowledge of medical and legal requirements related to both paper and electronic medical records; 6. Ability to communicate and negotiate with professionals in higher level positions; 7. If the position is supervisory in nature, ability to plan, develop, direct, and evaluate health information or related functions; 8. If the position is supervisory in nature, ability to successfully apply principles and techniques of sound human resources management; and 9. If the position is supervisory in nature, skill in administrative management, i.e., budgeting, contracting, procurement, and property management. References: VA Handbook 5005, Part II, Appendix G33 The full performance level of this vacancy is GS-11. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-5 to GS-11. Physical Requirements: The work is primarily sedentary. Office setting is adequately heated, lighted and ventilated as well as meeting rooms and classrooms. Position may require occasional travel. Work environment involves everyday risks or discomforts which require normal safety precautions. Typically, the employee sits comfortably to do the work. However, there is usually some walking, standing, bending, and carrying of light items such as papers, books, files, etc. No special physical demands are required to perform the work.

EducationIMPORTANT: 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. Criteria for Advanced Entry-Level Placement. Applicants who meet all qualification requirements for the GS-5 grade level of two-grade interval occupations may be appointed at the GS-7 grade level if they possess one of the following: (1) Bachelor's degree from an accredited college or university in a major field of study related to the Title 38 Hybrid occupation, including those occupations that have a positive education requirement. (2) Bachelor's degree from an accredited college or university unrelated to the Title 38 Hybrid occupation that included or was supplemented by at least one of the following: (a) At least 30 semester hours (or at least the same number of hours required by the educational institution for a major field) of directly related, upper level undergraduate courses (e.g., at least 200-course level or higher, or as identified by the college or university) for the hybrid occupation, or one full year of graduate level coursework (typically at least 15-18 semester hours) for the hybrid occupation; or (b) Directly related practicum/internship in the hybrid occupation, either included in the degree or post-degree; or (c) Directly related certification/licensure/registration for the hybrid occupation. (3) Bachelor's degree from an accredited college or university, with an exemplary academic record as demonstrated by at least one of the following: (a) Class Standing: Applicants must be in the upper third of the graduating class in the college, university, or major subdivision, such as the College of Liberal Arts or the School of Business Administration, based on completed courses. (b) Grade-Point Average (GPA): Applicants must have a grade-point average of: 1. 3.0 or higher out of a possible 4.0 ("B" or better) as recorded on their official transcript, or as computed based on 4 years of education, or as computed based on courses completed during the final 2 years of the curriculum; or 2. 3.5 or higher out of a possible 4.0 ("B+" or better) based on the average of the required courses completed in the major field or the required courses in the major field completed during the final 2 years of the curriculum. (c) Election to Membership in a National Scholastic Honor Society: Applicants can be considered eligible based on membership in one of the national scholastic honor societies. These honor societies are listed in the Association of College Honor Societies: Booklet of Information (1992-95) and/or Baird's Manual of American College Fraternities (1991). Membership in a freshman honor society cannot be used to meet the requirements of this provision.Additional InformationThis job opportunity announcement may be used to fill additional vacancies. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. 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. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. If you are unable to apply online view the following link for information regarding an Alternate Application.