Summary This position is located in the Health Information Management (HIM) Section of Patient Administration Service at the Jesse Brown VA Medical Center. The Assistant Chief of Health Information Management (ACHIM) performs or supervises work concerned with the management of a health record program or the provision of services related to medical record administration/health information services. Responsibilities The Assistant Chief of Health Information Management (ACHIM) monitors and manages HIM workflow to ensure the program objectives are met, assists with planning, developing, directing, and evaluating health information and other functions. They ensure quality and efficiency for all areas and processes of the HIM department. The ACHIM assists the Chief HIM (CHIM) in establishing policies, responsibilities, and requirements for health information management (HIM) related matters, such as health record documentation, coding, records management, release of information, file room/scanning, transcription and medical speech recognition, as well as the overall management of health information and Veterans' health records. Assists the CHIM in identifying and setting short and long range goals, program objectives and tasks to meet the mission and vision of the medical center. Assists with planning, developing, directing and evaluating health information and other functions. Oversee implementation and adherence to HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies. Serves as the Assistant Chief of Health Information Management (ACHIM) in a medical facility of high complexity (level 1), with responsibility for the supervision of all HIM functions. Provides expertise, guidance and direction and has responsibilities relative to providing supervision, administrative support, coordination, and technical assistance in the planning, development and maintenance of an effective, comprehensive, and integrated HIM Program at this Medical Center. Collecting and processing data for various reports, surveys, and research projects; for preparing reports and recommendations for review and consideration by the Chief, Patient Administration Service and upper management concerning the immediate needs as well as the long range goals of the department; for recommending equipment and staffing needs; and for preparing and keeping current procedures and operation manuals. Responsible for assisting physicians and other health professionals in obtaining health record information to be used in research projects. Advises on what material is available, how it may be obtained and the uses that can be made of the information while protecting the confidentiality of the record. Assists in selected miscellaneous retrospective health record review/data abstraction projects to support medical center Quality Management data collection activities. Provides effective audits and monitors for all areas of responsibility, assuring that accurate and timely data is processed by all employees. Reviews work accomplished and assesses quality, quantity, accuracy and timeliness of work produced by each employee. Provides administrative support to other HIM Supervisors/Leads by aiding in the selection, training and evaluation of section employees. Provides technical guidance to the unit supervisors and lead clerks while providing support to each unit in the absence of the section supervisor. Provides expertise in the area of subpoenas, court orders, advance directives, and general release of information, as well as other medico-legal issues. prepares training materials and participates in orientation and instructional activities as required. Advises management and hospital staff members on policies, procedures, and adequacy of record content, and on training and teaching of clerical personnel in health record functions. Assists in coordinating/completing timely routine and non-routine reports. Assists physicians and other health care professionals with research projects and education in regards to VA HIM requirements/procedures. Demonstrates skill in budgeting, contracting, procurement and property management. Perform other assigned duties. Work Schedule: Monday - Friday 7:30am-4:00pm Telework: Not Available. Virtual: This is not a virtual position. Functional Statement #: PD00992F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized 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. Must be proficient in written and spoken English. 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. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Must pass pre-employment physical examination. 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 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. English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f). Experience: Three (3) 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. Transcripts Required. 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. Transcripts Required. Certification Requirement: Persons hired or reassigned to MRA positions in the GS-0669 series in VHA must meet one of the follow: Copy of certification required. (1) Coding Certification through AHIMA or AAPC. NOTE. See paragraph 2a above for a detailed definition of Coding Certification. OR (2) HIM Certification through AHIMA.NOTE. See paragraph 2d above for a detailed definition of HIM Certification. OR (3) Health Data Analyst Certification through AHIMA. 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). Grandfathering Provision. [ ] 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]. Physical Requirements. See VA Directive and Handbook 5019. GS-12 Grade Determination: In addition to the basic requirements above the following is the amount of experience and certification required to qualify for the Medical Record Administrator (Assistant Chief Health Information Management (ACHIM)) position at the GS-12 grade level. Experience: At least one full year of creditable experience equivalent to the next lower grade level (GS-11) AND Certification: Employees at this level must have a HIM Certification. AND Demonstrated Knowledge, Skills, and Abilities KSAs. (1) Skill in managing various projects and processes, which includes the ability to develop new or improved solutions to complex technical problems in health information management. (2) Ability to advise management and staff on a wide range of health information management practices based on current industry standards, policies, statutes, laws, and regulations. (3) Ability to plan, justify, develop, evaluate, assess, monitor, and/or advise on current health information management processes, and recommend changes in policies or procedures. (4) Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines, and accrediting bodies as they apply to health information management. (5) Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment). (6) 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. Reference: VA Handbook 5005/130, Part II, Appendix G33, Medical Records Administrator/Medical Records Administration Specialist Qualification Standards, 5/28/2020. For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. Creditable Experience: Experience is only creditable if it is in health information management and is directly related to the position to be filled. To be creditable, the candidate's experience must have demonstrated the use of knowledge, skills, and abilities associated with current practice. Experience satisfying this requirement must be active practice, which is paid/non-paid employment as an MRT/MRA or related field such as medical coding, qualitative and quantitative health record analysis, Health Insurance Portability & Accountability Act privacy and release of information, or preparation, maintenance, and management of health records. Quality of Experience: To be creditable, experience must be documented on the application or resume and verified in an employment reference or through other independent means. 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. Work Environment: 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. 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/. Additional Information During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. This position is in the Excepted Service and does not confer competitive status. VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. 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. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.
