Supervisory Medical Records Administrator (Chief HIMS)

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: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy. Education or Experience: 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 or 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 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: Persons hired or reassigned to Medical Records Administrators (MRA) positions in the GS-0669 series in VHA must meet one of the following: Coding Certification through American Health Information Management Association (AHIMA) or American Association of Professional Coders (AAPC). OR, HIM Certification through AHIMA. OR Health Data Analyst Certification through AHIMA. Grandfathering Provisions: 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 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 Physical Requirements: Routine work requires phone, keyboard and computer mouse use, standing and sitting for extended periods of time, intermittent/ non-strenuous ambulation around all areas of the medical center, and carrying light items such as papers, books and some files. English Language Proficiency. Medical Records Administrators 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 Experience: In addition to the basic requirements, one year of creditable experience equivalent to the GS-12 grade level, that is directly related to the position to be filled and Certification: Certification. Employees at this level must have a HIM Certification Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate all of the following KSAs: Ability to determine and evaluate compliance with legal, ethical and regulatory guidelines and accrediting bodies, as they apply to health information management. Ability to provide sound, technical guidance to staff at various levels about major programs, legal, or procedural changes related to health information management. 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. Skill in analyzing complex data, interpreting and trending results for effective management of the HIM program. Skill in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring of HIM processes. Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities. Assignment- 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. The CHIM establishes policies, procedures, responsibilities, and requirements for HIM-related matters, such as health record documentation, coding and clinical documentation improvement, release of information, file room/scanning, records management, transcription and medical speech recognition, as well as the overall management of health information and Veterans health records. They oversee development, implementation and adherence to HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies. They ensure the facility is in compliance with applicable standards, by completing HIM audits, developing healthcare data reports, and statistical information, for timely and accurate reporting. The CHIM monitors HIM performance through dashboards, productivity standards, and benchmarking. They participate in establishing and implementing strategic facility and HIM Department goals and controlling program activities and cost, budgeting, procurement, and property management, to achieve goals and improve processes. The CHIM monitors and manages HIM workflow to ensure program objectives are met. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. GS-13

Direct the operation of all personnel working within the following program areas: records analysis, coding, clinical documentation improvement, medical record files, Evaluates health records program and independently determines the nature and extent of problem areas. Develop recommendations and solutions for program improvement as well as implement innovative solutions to correct technical and complex problems. Responsible for the health record coding program and assuring that the facility fully accounts for workload in a timely, accurate manner. Serves on a multidisciplinary revenue team to ensure optimal processes to facilitate maximum reimbursement opportunities. Provides expertise on billing actions to improve collections. Recommend improvements in documentation systems used to provide patient care, to optimize VERA workload, third party reimbursement and to manage resources. Responsible for providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, patient privacy and confidentiality, etc. Completes internal quality assurance. reviews to ensure employee performance and that work meets quality and quantity standards Establishes and 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. Serves to guide and assist on research projects and is a resource for patient data on both patients' specific and aggregate bases. Represents HIMS and acts as subject matter expert at the facility wide Health Records Committee. Advises the committee on health record issues; including VA requirements, The Joint Commission standards, record retrieval processes, health record components, systems, goals, electronic records, etc. The Chief, HIMS is responsible for assuring that James A. Haley Veterans' Hospital and Clinics is in compliance with all Joint Commission standards regarding health information. Responsible for assuring that all patients have a complete record of their medical care at the facility. Lead the automation of all health information systems at James A. Haley Veterans' Hospital and Clinics. Support James A. Haley Veterans' Hospital and Clinics information security program and manage the patient information database. Conducts training programs in health record science, medical terminology, health record documentation, and medico-legal matters. Directly supervises all personnel working within the Health Information Program, including the Coding Supervisor, Medical Record Coders, Medical Record Technicians. Incumbent is responsible for directing 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, which are clearly communicated through the formal employee performance management system. Develop work improvement plans, recommending personnel actions as necessary. Provides advice and counsel to workers related to work and administrative matters. Effects disciplinary measures as appropriate to the authority delegated in this area. Reviews and approves leave requests. Responsible for maintenance and evaluation of health records, and assuring legal requirements are met. Performs these duties as the facility expert but does not involve Work Schedule: Monday to Friday 8:00am to 4:30pm Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: 70198F Relocation/Recruitment Incentives: Not Authorizes Permanent Change of Station (PCS): Not Authorized