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Summary This position is in the Facility Support Directorate, within Patient Administration Department at the James A. Lovell Federal Health Care Center (FHCC) under the direct supervision of the Chief, HIMs. Performs form work concerned with the management of a health record program or the provision of services related to medical record administration/health information services. This is not a remote position, you will be required to work on location. Certification is required for this position. Responsibilities Duties are for each level are extensive, they include and are not limited to the following: For the GS-9 Serves as technical specialist in the broad scope of health information related matters, provides advice and guidance on the HIM program 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 Assists in writing health information policies and procedures Assists in conducting quality assurance studies of health records Performs work related to all areas of HIM 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 health record documentation Adheres to established documentation requirements Serves as a liaison in the implementation of automated clinical applications pertaining to the EHR Analyzes clinical and administrative processes 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 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 Resolves conflicts Research third party payer reimbursement and claim submission policies and educates facility staff on reimbursement requirements Reviews all newsletters and publications from insurance carriers, both via mail and website, and abstracts vital information Attends variety of meetings, conferences, and seminars Ensures the Charge Description Master (CDM) structure supports effective entry of all chargeable services/items For the GS-011 (full performance level): Assists the Chief, Health Information Management (CHIM) and the HIM Department in identifying and setting short- and long-range goals, program objectives and tasks Provides subject matter expertise to Service Line Leaders, and medical center staff Interprets and applies The Joint Commission (TJC) standards, VA regulations and medico-legal requirements; current Federal Codes pertinent to health records; Veterans Administration policy memoranda, directives and handbooks pertinent to health information management; medical coding (ICD, CPT, HCPCS) and reimbursement methodologies; medical and procedural terminology; anatomy and physiology, regulations governing confidentiality of health records; release of information laws and statutes; and all policies/procedures Provides training for HIM, clinical and administrative staff Designs and performs quality improvement projects Assists the CHIM in preparing and conducting presentations Keeps current on emerging issues and trends in the health information management field Performs audits and analyses, preparing and presenting findings and recommendations to the CHIM, Service Line Leaders and medical staff Advises Principal Investigators and other clinical staff relating to methodologies of retrieving health care data for specific studies. Performs data retrieval for special studies Implement changes approved by change control committee, complete basic testing and communicate changes to departments Troubleshoot issues and log service records for Electronic Health Record Modernization (EHRM) Review Current Procedural Terminology (CPT), Healthcare Common Procedure Coding System (HCPCS) and revenue codes with department heads and outside consultants Review suspended charges (workload) and provide feedback and education Supports the development of training programs and supporting materials relative to facility billing and coding guidelines and protocols May assign User Classes to users at the request of the Chief HIM; responds to questions or issues Reviews requests for new templates or additions/correction Reviews requests for paper forms, creating electronic versions of these forms Works independently while contributing effectively to the accomplishment of team objectives Both grade levels require a high level of integrity and honesty in maintaining confidentiality. Compliance with established departmental policies, procedures, and objectives and all health and safety regulations and requirements. Work Schedule: Monday- Friday 07:30am- 4:00pm Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Medical Records Administration Specialist/PD000000 Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications Applicants must meet all requirements by the closing date of this announcement, 07/05/2024. Certification. Persons 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 AAPC. Current mastery level coding certifications include: Certified Coding Specialist (CCS), Certified Coding Specialist (CCS) - Physician-based (CCS-P), Certified Professional Coder (CPC), Certified Outpatient Coder (COC), and Certified Inpatient Coder (CIC) OR, (2) HIM Certification through AHIMA. Current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA). OR, (3) Health Data Analyst Certification through AHIMA. Current health data analyst certification includes Certified Health Data Analyst (CHDA). Individual Occupation Requirements: To qualify for this job series, Medical Records Administration Series (0669), you must meet one of the Individual Occupational Requirements for any grade as stated below: Successfully completed training in an approved school for medical records technicians equates to 1 year of general experience. No credit may be given for partial completion of such training. Successful completion of a bachelor's degree in a medical records administration educational program accredited by the American Health Information Management Association (AHIMA) and the American Medical Association's Committee on Allied Health Education and Accreditation (CAHEA) meets the requirements for GS-5 positions. Successful completion of the requirements for a bachelor's degree (in any field) and 1 year in a medical records administration educational program accredited by AHIMA and CAHEA meets the requirements for GS-7. OR Experience in the preparation, maintenance, and management of medical records and health information systems that provided a knowledge of medical terminology, medical records procedures, and medical, administrative, and legal requirements of health care delivery systems. Specialized Experience (required for positions above GS-5) are as follows: Planning, developing, and directing a medical records program for a health care facility Evaluating and analyzing the organization and operation of medical records services, including medical records and indexes, and recommending and/or implementing appropriate revisions and modifications Assisting medical and administrative staff in evaluating the quality and appropriateness of patient and health care services Designing information systems to collect, analyze, monitor, report, and maintain privacy and confidentiality of patient and institutional data for health care related programs, and evaluating and implementing changes Developing and implementing policies and procedures for processing legal medical documents and insurance and correspondence requests in accordance with Federal, State, and local statutes Time-In-Grade Requirement: Applicants who have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS 9 position you must have served 52 weeks creditable experience equivalent to the next lower grade, GS-7 level that demonstrates the knowledge, skills, abilities, and other characteristics described as follows: Knowledge of medical and legal requirements related to health information management and health records. Ability to provide technical advice and guidance on health information management practices. Skill in extracting data from various sources and analyzing health information to create reports. Skill in researching, interpreting, and applying health information management guidelines. Knowledge of performance and process improvement techniques to develop new or improved solutions in health information management. For a GS 11 position you must have served 52 weeks creditable experience equivalent to the next lower grade, GS-9 level that demonstrates the knowledge, skills, abilities, and other characteristics described as follows: Skill in performance and process improvement techniques to develop and implement new or improved solutions in health information management. Ability to advise management and staff, at various levels, regarding health record documentation requirements and health information management practices based on current industry standards, policies, statues, laws, and regulations. Ability to plan, justify, develop, evaluate, assess, monitor, and advise on current health information management processes and recommend changes in policies and procedures. Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management. Ability to acquire, manage, analyze, interpret, and transform data into accurate, consistent, and meaningful information. TIP: Your resume must demonstrate skill at the appropriate grade level, provide great detail when describing hour your experience relates to the announced position and grade level. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is sedentary, but may require walking, bending, standing, and /or carrying of light items such as files and manuals. The work does not require any special physical effort or ability. The work area is usually an adequately lighted, heated, and ventilated office or medical facility setting. The work environment involves everyday risks or discomforts that require normal safety precautions. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education Education is not Generally, not applicable at the announced grade/level. 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. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.