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Medical Records Administrator (Chief CHIM)

Veterans Health Administration | Charleston, SC

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Posted Date 11/15/2024
Description The Chief of HIMS is responsible for the management of the facility's health record and Coding programs, records management program (Audits, Release of Information, File Room), and medical information/data management. S/He participates actively in all clinical programs in the VAMC and assures that the institution has a state-of-the-art health information program that exceeds all Joint Commission and VA requirements in addition to meeting the needs of executive management and clinical staff.



Duties include but not limited to:

Health Records Management
  • Responsible for all facets of health records management for the facility
  • Directs the operation of all personnel working within the following program areas: records analysis, release of information, health record files, incomplete records/physician liaison, data validation, health records QI processes, medical transcription, scanning, outpatient/inpatient Coding and other health information projects.
  • Evaluates health records program and independently determines the nature of extent of problem areas.
Management of patient files
  • Administers the health record program and assures that the facility fully accounts for workload in a timely, accurate manner
  • Provides detailed technical expertise in health records science and other very technical aspects of health information
Revenue Support
  • Serves on a multidisciplinary revenue team to ensure optimal processes are in place in order to facilitate maximum reimbursement opportunities.
  • Provides expertise on billing· actions to improve collections. Recommends improvements in documentation systems used to provide patient care, to optimize VERA workload, third party reimbursement and to manage resources.
Clinical support role
  • Advisor to various facility committees and management groups
  • Provides technical guidance on health information issues such as documentation requirements1 coding, 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.
Joint Commission
  • Responsible for assuring that the organization is in compliance with all Joint Commission standards regarding health information and coding compliance.
Records Management
  • Responsible for the oversight and implementation of a fully functioning, facility-wide records management program.
Patient care delivery support
  • Assures that an patients have a complete record of their medical care at the facility.
  • Assures that such information is appropriately stored and readily available for the provision of medical services to the patients.
Automation
  • Leads the automation of all health information at Ralph H Johnson VA Medical Center.
  • Works closely with Office of Information and Technology (OI&T) and clinical Informatics.
  • Guide the automation of health record documentation, health record tracking, and physician incomplete record tracking.
Education
  • Conducts training programs in health record science, medical terminology, coding, health record documentation, and medico-legal matters
  • Coordinates health information training for medical school students and residents to achieve conformance with prescribed standards.
External support role
  • Provides direct support to Regional Counsel.
  • Provides consultation services to members of the Counsel's staff in areas dealing with health information.
  • Interprets federal and state statutes, legislation and regulations in order to satisfy regulatory requirements.
Work Schedule: Monday - Friday, 7:45am - 4:15pm; to be discussed with Hiring Official.
Telework: As determined by the agency; to be discussed with Hiring Official.
Virtual: This is not a virtual position.
Functional Statement #: 53928F
Recruitment Incentive: Authorized
Permanent Change of Station (PCS): Not authorizedBasic Requirements:
  • United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
  • English Language: Proficient in spoken and written English as required by 38 U.S.C. 7402(d).
  • Experience and Education:
    • 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,
    • 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.
Grandfathering Provision:
May 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).
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:
(1) 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.
(2) 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.
(3) 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.(4) 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.

Grade Determinations:
GS-13 Medical Records Administrator (Chief)
Experience: One year of creditable experience equivalent to the next lower grade level (GS-12) that demonstrates the KSAs described at that level
GS-12 Demonstrated Knowledge, Skills, and Abilities:
  • 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.
AND
Certification: Must have a HIM Certification
AND
GS-13 Demonstrated Knowledge, Skills, and Abilities:
  • 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 program, 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.
Preferred Experience: None

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

The full performance level of this vacancy is non-supervisory GS-11 grade level. The actual grade at which an applicant may be selected for this vacancy is GS-13.

Physical Requirements: The work is basically sedentary. Some walking, standing, bending, and carrying items such as books, papers, boxes, laptop, and files are also required.IMPORTANT: 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.
Salary103,409.00 - 134,435.00 Annual
Opportunity Type
Job

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