Medical Records Administrator (Assistant Chief (ACHIM))
The duties of the Medical Records Administrator (Assistant Chief (ACHIM)) in the Health Information Management (HIM) Section of Business Office include but are not limited to:
Incumbent is charged with full responsibility, both technical and administrative, for the daily operation of the HIM department which consists of all functions of medical record activities related to coding, analyzing, transcription, release of information, file room and scanning programs. Is a full assistant to the Chief, HIM. 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. This position assists the Chief of Health Information Management (CHIM) in the planning, directing, policy making, organizing and controlling the activities of this department and serves as acting CHIM in the absence of the CHIM. The incumbent shares responsibility with the CHIM for collecting and processing data for various reports, surveys, and research projects; for preparing reports and recommendations for review and consideration by the Chief, HIMS 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. 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. Work is of an analytical, evaluative, and creative nature, and incumbent is responsible for keeping abreast of changes that are constantly being made in the health information field as well as allied medical fields and applying the information and knowledge gathered to the operations of the hospital. The incumbent prepares training materials and participates in orientation and instructional activities as required. Incumbent 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. Incumbent participates in various health record review activities. Assists the CHIM with the development, evaluation, and updating of office procedures, manuals, policies and directives. May be required to develop training materials and continuing education programs. Incumbent assists the CHIM in the effective administration and planning of the health information management program throughout all areas of the facility in order to give maximum support to the staff in the treatment of patients and its research programs. Provides effective audits and monitors for all areas of responsibility, assuring that accurate and timely data is processed by all employees. Develops performance standards and conducts performance evaluations. Responsible for carrying out established personnel functions and practices. Interviews prospective employees, recommends selections, carries out training and development of assignments, awards or disciplinary action and approves leave and establishes work schedules. Participates in various facility, VISN and national committees requiring health information management subject matter expertise. Ensures that health record review activities are consistent with the requirements established by VA handbooks and directives and are in compliance with TJC standards and Scoring Guidelines, Clinical Accreditation Rehabilitation Facilities, Behavioral Health, and The Inspector General. Advises committee, management and staff on adequate health record documentation, health information services, and computerized patient records based on current statutes and standards. 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. Demonstrates skill in budgeting, contracting, procurement and property management. In the absence of the CHIM, incumbent functions as Acting Chief of HIM, and is responsible for the overall management of the Section's program and function. Additional duties as assigned. Work Schedule:
Monday through Friday, 8 a.m. to 4:
30 p.m. Subject to change based on agency needs. Financial Disclosure Report:
Not required 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:
(1) 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 (2) 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 (3) 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 MRA positions in the GS-0669 series in VHA must meet one of the following:
(1) Coding Certification through AHIMA or AAPC. OR, (2) HIM Certification through AHIMA. OR, (3) Health Data Analyst Certification through AHIMA. Loss of Credential. Following initial certification, credentials must be maintained through rigorous continuing education, ensuring the highest level of competency for employers and patients. An employee in this occupation who fails to maintain the required certification must be removed from the occupation which may result in termination of employment. At the discretion of the appointing official, an employee may be reassigned to another occupation for which he/she qualifies, if a placement opportunity exists. Preferred
Experience:
None Grade Determinations:
Medical Records Administrator (Assistant Chief (ACHIM)), GS-12 Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates all the KSAs described at that level. AND Certification. Employees at this level must have a HIM Certification. AND Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, candidates must demonstrate all of the following 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. References:
VA Handbook 5005/130, Part II, Appendix G33, Medical Record Administrator Qualification Standard. This can be found in the local Human Resources Office. This position is above full performance level. Physical Requirements:
Work is primarily sedentary although moderate physical effort may be required in attending meetings in many different locations across the campus, conducting walking rounds and site visits to the community-based outpatient clinics. The nature of the work is administrative in an office type setting working on a computer. Lifting and carrying (under 15 lbs.) would be occasional but only in direct support of the administrative duties required by the nature of the work. Responsibilities of the position can often be physically demanding and stressful due to competing demands. Must take personal initiative to manage time, resources and priorities to assist with workflow and workload. (See VA Directive and Handbook 5019, Employee Occupational Health Services).
Estimated Salary: $20 to $28 per hour based on qualifications.
Incumbent is charged with full responsibility, both technical and administrative, for the daily operation of the HIM department which consists of all functions of medical record activities related to coding, analyzing, transcription, release of information, file room and scanning programs. Is a full assistant to the Chief, HIM. 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. This position assists the Chief of Health Information Management (CHIM) in the planning, directing, policy making, organizing and controlling the activities of this department and serves as acting CHIM in the absence of the CHIM. The incumbent shares responsibility with the CHIM for collecting and processing data for various reports, surveys, and research projects; for preparing reports and recommendations for review and consideration by the Chief, HIMS 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. 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. Work is of an analytical, evaluative, and creative nature, and incumbent is responsible for keeping abreast of changes that are constantly being made in the health information field as well as allied medical fields and applying the information and knowledge gathered to the operations of the hospital. The incumbent prepares training materials and participates in orientation and instructional activities as required. Incumbent 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. Incumbent participates in various health record review activities. Assists the CHIM with the development, evaluation, and updating of office procedures, manuals, policies and directives. May be required to develop training materials and continuing education programs. Incumbent assists the CHIM in the effective administration and planning of the health information management program throughout all areas of the facility in order to give maximum support to the staff in the treatment of patients and its research programs. Provides effective audits and monitors for all areas of responsibility, assuring that accurate and timely data is processed by all employees. Develops performance standards and conducts performance evaluations. Responsible for carrying out established personnel functions and practices. Interviews prospective employees, recommends selections, carries out training and development of assignments, awards or disciplinary action and approves leave and establishes work schedules. Participates in various facility, VISN and national committees requiring health information management subject matter expertise. Ensures that health record review activities are consistent with the requirements established by VA handbooks and directives and are in compliance with TJC standards and Scoring Guidelines, Clinical Accreditation Rehabilitation Facilities, Behavioral Health, and The Inspector General. Advises committee, management and staff on adequate health record documentation, health information services, and computerized patient records based on current statutes and standards. 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. Demonstrates skill in budgeting, contracting, procurement and property management. In the absence of the CHIM, incumbent functions as Acting Chief of HIM, and is responsible for the overall management of the Section's program and function. Additional duties as assigned. Work Schedule:
Monday through Friday, 8 a.m. to 4:
30 p.m. Subject to change based on agency needs. Financial Disclosure Report:
Not required 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:
(1) 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 (2) 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 (3) 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 MRA positions in the GS-0669 series in VHA must meet one of the following:
(1) Coding Certification through AHIMA or AAPC. OR, (2) HIM Certification through AHIMA. OR, (3) Health Data Analyst Certification through AHIMA. Loss of Credential. Following initial certification, credentials must be maintained through rigorous continuing education, ensuring the highest level of competency for employers and patients. An employee in this occupation who fails to maintain the required certification must be removed from the occupation which may result in termination of employment. At the discretion of the appointing official, an employee may be reassigned to another occupation for which he/she qualifies, if a placement opportunity exists. Preferred
Experience:
None Grade Determinations:
Medical Records Administrator (Assistant Chief (ACHIM)), GS-12 Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates all the KSAs described at that level. AND Certification. Employees at this level must have a HIM Certification. AND Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, candidates must demonstrate all of the following 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. References:
VA Handbook 5005/130, Part II, Appendix G33, Medical Record Administrator Qualification Standard. This can be found in the local Human Resources Office. This position is above full performance level. Physical Requirements:
Work is primarily sedentary although moderate physical effort may be required in attending meetings in many different locations across the campus, conducting walking rounds and site visits to the community-based outpatient clinics. The nature of the work is administrative in an office type setting working on a computer. Lifting and carrying (under 15 lbs.) would be occasional but only in direct support of the administrative duties required by the nature of the work. Responsibilities of the position can often be physically demanding and stressful due to competing demands. Must take personal initiative to manage time, resources and priorities to assist with workflow and workload. (See VA Directive and Handbook 5019, Employee Occupational Health Services).
- Department:
0669 Medical Records Administration - Salary Range:
$76,721 to $99,741 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
|
|
 | |
