Medical Records Administrator-Chief, Health Information Management

SummaryThe incumbent serves as Chief of Health Information Management Services (HIMS) in the capacity of Medical Record Administrator. The incumbent is the final-line decision making official with full responsibility to lead - manage - plan - advise - and direct and control the medical record/health information programs departments comprising Health Information Management Services at VA Medical Center (CVVAMC). Organizationally HIMS comes under the Chief - Health Administration Service at CVVAMC.QualificationsApplicants 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 RequirementsUnited States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA PolicyEnglish Language ProficiencyMRAs must be proficient in spoken and written EnglishSee 38 U.S.C.7403(f)Education or Experience: ExperienceThree 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 systemsOR EducationSuccessful 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 technologyOR Experience/Education CombinationEquivalent 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 combinationCertificationPersons hired or reassigned to MRA positions in the GS-0669 series in VHA must meet one of the following: (1) Coding Certification through AHIMA or AAPCOR (2)HIM Certification through AHIMAOR - (3) Health Data Analyst Certification through AHIMANOTEHIMs Certification is required for all positions above the full performance levelMay 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 12 Full Performance Level In addition to the basic requirements for employment - the following criteria must be met when determining the grade of candidatesMedical Records Administrator (Chief (CHIM) - GS-12 ExperienceOne year of creditable experience equivalent to the next lower grade level that demonstrates the KSAs described at that levelAND CertificationEmployees at this level] must [have a HIM CertificationDemonstrated Knowledge - Skills - and Abilities iAbility to [determine] and evaluate compliance with legal - ethical - and regulatory guidelines and [accrediting bodies - as they apply to health information managementiiSkill in evaluating - developing [and implementing] new policies -procedures - and programsiiiAbility] to [provide] program [oversight - including advisory and technical expertise on a range of health information management practices and guidelines to staff at various levelsivAbility to develop and conduct training on health information management programs - policies - procedures - and performance improvement activitiesvAbility to effectively procure and manage HIM resources (i.espace - staffing - education - budget - etc.)vi .Ability to provide the full range of supervisory duties to include assignment of workcompleting performance evaluationsselection of staffand recommendation of awards - advancements - and disciplinary actionsviiCustomer service skills necessary to effectively communicate (written and verbal) and interact with all levels of hospital personnel - physicians - patients - and outside agenciesviiiAbility to deal effectively with sensitive and/or complex situationsReference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/The full performance level of this vacancy is GS 12The actual grade at which an applicant may be selected for this vacancy is in the range of GS 12Physical Requirements: See VA Directive and Handbook 5019.DutiesStrategic Program Planning: The Chief - HIMS has full program responsibility to set and carry out the strategic direction - mission - and vision for CVVAMC Health Information Management ServicesCoordinates individual and group activities towards accomplishing overall VA - VISN - and CVVAMC goalsLeads and participates in short- and long-range planning of Health Information Management activities for short and long range goalsCoordinates plan with needs of various VA strategic health care groups - provides subject matter expertise - advice - assistance - and guidance in response to questions posed by the Health Care Service Chiefs and other service staff on health information management policy and program needs/issues at the local - VISN and national levelsThe Chief - HIMS is responsible for ensuring the HIM program meets and exceeds national directives for Implementing a fully electronic health recordWhen appropriate - the Chief - HIMS participates in CVVAMC research activities related to health information and electronic medical record issuesPerforms external environmental analysis by obtaining and assessing the external health care community for Information about electronic health record (EHR) trends - advances and emerging issues that will affect the VAdetermines what environmental information is significant to the VA - VISN - and CVVAMC and evaluates issues' impactPerforms internal environmental analysis to reveal the strengths and weaknesses of the health record program to develop strategies that optimizes strengths and de-emphasizes and overcomes weaknessesUnderstands the mission - vision - and values of the VA and CVVAMC to ensure continuing excellent health information management and medical record program to comply and/or exceed the requirements of JCAHO - CARF - VA Handbooks 1907.01 - 1605.1 and other Handbooks as applicable - Directives and those policies established by the HCS such as Medical Staff Bylaws and Rules and Regulations and Council/Committee ChartersProgram Operations Management: The Chief - HIMS is responsible for: Developing operational strategies in HIMS sections that support VA: setting goals and controlling program activities and cost to achieve these goals and realize VA's missionProviding advice - assistance and guidance in response to questions or problems posed by Health Care Service Leaders and other HCS staff concerning policy determinations such as requirements of the computerized medical record - documentation requirements - release of information - privacy and confidentiality of information - coding requirements for workload - information security - Medical Care Cost Funding (MCCF) - Fee Basis - transcription - document scanning and other HIM and/or privacy related issuesHealth Care Service Leaders and other HCS staff concerning policy determinations such as requirements of the computerized medical record - documentation requirements - release of information - privacy and confidentiality of information - coding requirements for workload - information security - Medical Care Cost Funding (MCCF) - Fee Basis - transcription - document scanning and other HIM and/or privacy related issuesThe Chief HIMS is responsible for: Overall personnel management in HIMS - Making selections for immediate subordinate positions - Providing leadership and support in the recruitment - selection - development - and evaluation of HIMS personnel - Promoting personal and professional development of all staff members - Motivating - coaching and mentoring staff members - Reviewing and approving selections made by subordinate supervisors - Reviewing and approving performance plans and appraisals completed by subordinate supervisors - Recommending training - developing Individual Development Plans in conjunction with subordinates Meeting labor and EEO relation requirements - Supervising assigned staff including counseling - hearing complaints and resolving grievances - Scheduling and approving leave - overtime and signing timecardsThe Chief HIMS is responsible for: Developing - implementing and managing budget oversight Participating in strategic program initiatives Participating in planning - negotiating and implementing new and/or improved health information management and health records programs - Developing internal review systems and standards within HIMS to assure that health information and medical record activities are coordinated with clinical service needs and in compliance with established standards - laws and regulations - Representing and/or providing full support to accomplish VA Central Office strategic goals and objectivesserving on work groups/task forces/writing practice briefsproviding information as asked/required - Work Schedule: Monday - Friday 8:00am to 4:30pm Telework: Not available Virtual: This is not a virtual positionFunctional Statement #: 000000 Relocation/Recruitment Incentives: Not authorized