Supervisory Medical Records Administrator
Responsible for the 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. The Health Information Manager also 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 auditing of all HIM functions and ensuring appropriate compliance. 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 and facilitate performance improvement processes 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. Incumbent provides 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 - most frequently those maintained at the Austin Data Processing Center. Must assure that all health information that is coded and abstracted meets the requirements of the VA and/or The Joint Commission and is consistent with professional health records standards. Clinical support role:
The incumbent is a key advisor to the Chief of Staff, Executive Leadership, and clinicians and is responsible for providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, patient privacy and confidentiality, etc. Recommends improvements in documentation used to provide patient care, to optimize VERA workload, third party reimbursement and to manage resources. Completes internal quality assurance reviews and audits to ensure employee performance meets quality and quantity standards. Establishes monitors to ensure the timeliness of hard-copy and/or electronic health record entries and reports findings with subsequent trending of data. Provides management officials hard copy and/or electronic health record review results and trends on an ongoing basis. Maintains and reports delinquent records by number, type of deficiencies and responsible provider. Incumbent serves as a resource for patient data on both patient-specific and aggregate databases. Represents HAS and the Associate Director and acts as subject matter expert at the facility-wide Health Records Committee. In this capacity, the incumbent advises the committee on health record issues; including VA requirements, The Joint Commission standards, CARF, record retrieval processes, health record components, systems, goals, electronic records, etc. Health information is an integral part of CARF and the Joint Commission standards and excellent health information management is essential for the facility to maintain its standing as a fully accredited institution. All aspects of risk management depend upon health information and its documentation. The incumbent is a key member of the Quality Improvement (QI) team, works closely with QI personnel, and is responsible for assuring that the facility is following all The Joint Commission and CARF standards regarding health information. Incumbent is also responsible for assuring that all patients have a complete, accurate, and timely record of their medical care at the facility. Also, must assure that such information is appropriately stored and readily available for the provision of medical services to the patients. Incumbent is responsible for leading the automation of all health information systems. Work Schedule:
Monday - Friday, 8:
00am - 4:
30pm, Walla Walla 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:
(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. English Language proficiency:
Individuals appointed under authority of 38 U.S.C. chapters 73 or 74, to serve in a direct patient-care capacity in VHA must be proficient in written and spoken English. See Chapter 2, section D, paragraph 5a. Certification:
HIM Certification through AHIMA 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). Grade Determinations:
(a) In addition to the basic requirements for the occupation, in order to qualify Applicants must possess at least 1 year of experience comparable to the next lower grade level (GS-11) that demonstrates the KSAs described at that level. (b) Certification. Employees at this level must have a HIM Certification. In addition, to qualify at the GS-12 grade level, the candidate must demonstrate the following professional KSAs below:
Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management. Skill in evaluating, developing and implementing new policies, procedures, and programs. 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. Ability to develop and conduct training on health information management programs, policies, procedures, and performance improvement activities. Ability to effectively procure and manage HIM resources (i.e. space, staffing, education, budget, etc.). 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. Customer service skills necessary to effectively communicate (written and verbal) and interact with all levels of hospital personnel, physicians, patients, and outside agencies. Ability to deal effectively with sensitive and/or complex situations. References:
VA HANDBOOK 5005/130 PART II APPENDIX G33; MAY 28, 2020 The full performance level of this vacancy is GS-12. Physical Requirements. See VA Directive and Handbook 5019. Selected applicants will be required to complete an online onboarding process.
Estimated Salary: $20 to $28 per hour based on qualifications.
The incumbent is a key advisor to the Chief of Staff, Executive Leadership, and clinicians and is responsible for providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, patient privacy and confidentiality, etc. Recommends improvements in documentation used to provide patient care, to optimize VERA workload, third party reimbursement and to manage resources. Completes internal quality assurance reviews and audits to ensure employee performance meets quality and quantity standards. Establishes monitors to ensure the timeliness of hard-copy and/or electronic health record entries and reports findings with subsequent trending of data. Provides management officials hard copy and/or electronic health record review results and trends on an ongoing basis. Maintains and reports delinquent records by number, type of deficiencies and responsible provider. Incumbent serves as a resource for patient data on both patient-specific and aggregate databases. Represents HAS and the Associate Director and acts as subject matter expert at the facility-wide Health Records Committee. In this capacity, the incumbent advises the committee on health record issues; including VA requirements, The Joint Commission standards, CARF, record retrieval processes, health record components, systems, goals, electronic records, etc. Health information is an integral part of CARF and the Joint Commission standards and excellent health information management is essential for the facility to maintain its standing as a fully accredited institution. All aspects of risk management depend upon health information and its documentation. The incumbent is a key member of the Quality Improvement (QI) team, works closely with QI personnel, and is responsible for assuring that the facility is following all The Joint Commission and CARF standards regarding health information. Incumbent is also responsible for assuring that all patients have a complete, accurate, and timely record of their medical care at the facility. Also, must assure that such information is appropriately stored and readily available for the provision of medical services to the patients. Incumbent is responsible for leading the automation of all health information systems. Work Schedule:
Monday - Friday, 8:
00am - 4:
30pm, Walla Walla 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:
(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. English Language proficiency:
Individuals appointed under authority of 38 U.S.C. chapters 73 or 74, to serve in a direct patient-care capacity in VHA must be proficient in written and spoken English. See Chapter 2, section D, paragraph 5a. Certification:
HIM Certification through AHIMA 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). Grade Determinations:
(a) In addition to the basic requirements for the occupation, in order to qualify Applicants must possess at least 1 year of experience comparable to the next lower grade level (GS-11) that demonstrates the KSAs described at that level. (b) Certification. Employees at this level must have a HIM Certification. In addition, to qualify at the GS-12 grade level, the candidate must demonstrate the following professional KSAs below:
Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management. Skill in evaluating, developing and implementing new policies, procedures, and programs. 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. Ability to develop and conduct training on health information management programs, policies, procedures, and performance improvement activities. Ability to effectively procure and manage HIM resources (i.e. space, staffing, education, budget, etc.). 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. Customer service skills necessary to effectively communicate (written and verbal) and interact with all levels of hospital personnel, physicians, patients, and outside agencies. Ability to deal effectively with sensitive and/or complex situations. References:
VA HANDBOOK 5005/130 PART II APPENDIX G33; MAY 28, 2020 The full performance level of this vacancy is GS-12. Physical Requirements. See VA Directive and Handbook 5019. Selected applicants will be required to complete an online onboarding process.
- Department:
0669 Medical Records Administration - Salary Range:
$76,721 to $99,741 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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