Supervisor Medical Records Technician

Summary

This position is located in the Health Information Management (HIM) section at the Joseph Maxwell Cleland Atlanta VA Medical Center. Medical Records Technicians (Coder) are skilled in classifying medical data from patient health records in the hospital setting - and/or physician-based settings - such as physician offices - group practices - multi-specialty clinics - and specialty centers.

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
• MRTs (Coder) must be proficient in spoken and written English as required by 38 U.S.C.
• 7403(f)
• Experience
• One year of creditable experience that indicates knowledge of medical terminology - anatomy - physiology - pathophysiology - medical coding - and the structure and format of a health records
• OR Education
• An associate's degree from an accredited college or university recognized by the U.S. Department of Education with a major field of study in health information technology/health information management - or a related degree with a minimum of 12 semester hours in health information technology/health information management (e.g. - courses in medical terminology - anatomy and physiology - medical coding - and introduction to health records) OR Completion of an AHIMA approved coding program - or other intense coding training program of approximately one year or more that included courses in anatomy and physiology - medical terminology - basic ICD diagnostic/procedural - and basic CPT coding
• The training program must have led to eligibility for coding certification/certification examination - and the sponsoring academic institution must have been accredited by a national U.S. Department of Education accreditor - or comparable international accrediting authority at the time the program was completed
• OR Experience/Education Combination
• Equivalent combinations of creditable experience and education are qualifying for meeting the basic requirements
• The following educational/training substitutions are appropriate for combining education and creditable experience: (a) Six months of creditable experience that indicates knowledge of medical terminology - general understanding of medical coding and the health record - and one year above high school - with a minimum of 6 semester hours of health information technology courses
• (b) Successful completion of a course for medical technicians - hospital corpsmen - medical service specialists - or hospital training obtained in a training program given by the Armed Forces or the U.S. Maritime Service - under close medical and professional supervision - may be substituted on a month-for-month basis for up to six months of experience provided the training program included courses in anatomy - physiology - and health record techniques and procedures
• Also - requires six additional months of creditable experience that is paid or non-paid employment equivalent to a MRT (Coder) (c) Certification
• Persons hired or reassigned to MRT (Coder) positions in the GS-0675 series in VHA must have either (1) - (2) - or (3) below: (1) Apprentice/Associate Level Certification through AHIMA or AAPC
• (2) Mastery Level Certification through AHIMA or AAPC
• (3) Clinical Documentation Improvement Certification through AHIMA or ACDIS 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)
• Grade Determinations: GS-10 Experience: In addition to meeting the basic requirements - completion of one year of progressively complex experience equivalent to the GS-9 grade level
• and Demonstrated Knowledge - Skills and Abilities as follows: Ability to perform a full range of supervisory duties - to include recommending awards - approving leave - evaluating work - resolving staff issues - and assigning - planning - and coordinating work to ensure duties are completed in an accurate and timely fashion
• Advanced knowledge of current coding classification systems such as ICD - CPT - and HCPCS for the subspecialty being assigned (outpatient - inpatient - outpatient and inpatient combined)
• Ability to provide or coordinate staff development and training
• Leadership and managerial skills - including skill in interpersonal relations and conflict resolution to deal with employees - team leaders - and managers
• Ability to collect and analyze data - identify trends - and present results in various formats
• Reference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/
• The full performance level of this vacancy is 10
• Physical Requirements: The position is basically sedentary involving little physical effort.
  
  

Duties

• The supervisory coder is responsible for the supervision - administrative management - and direction of coding staff
• They are responsible for program management of a coding section/unit to ensure performance monitors are established and met
• The duties may include but are not limited to the following: Applies comprehensive knowledge of medical terminology - anatomy & physiology - disease processes - treatment modalities - diagnostic tests - medications - procedures as well as the principles and practices of health services and the organizational structure to ensure proper code selection
• Monitors ever-changing regulatory and policy requirements affecting coded information for the full spectrum of services provided by the VAMC
• Timely compliance with coding changes is crucial to the accuracy of the facility database as well as all cost recovery programs
• Performs a comprehensive review of the patient health record to abstract medical - surgical - ancillary - demographic - social - and administrative data to ensure complete data capture
• The abstracted data has many purposes - for example - to profile the facility services and patient population - to determine budgetary requirements - to report to accrediting and peer review organizations - to bill insurance companies and other agencies - and to support research programs
• Prepares workload and production reports
• reports on operations and problems encountered
• and presents proposed requests for resource needs based on past experience - anticipated staffing - equipment - and space
• Reviews coding and assist coders in improving coding accuracy
• provides coding guidance to various levels of staff to promote consistency in practice and compliance with coding rules and regulations
• initiates various reports and analyze data
• and coordinates - assigns - and monitors the workflow
• Analyzes and recommends improvements in documentation systems used to provide patient care to optimize VERA workload - third-party reimbursement - and to manage resources
• Reviews compliance monitors with subordinates and identifies training needs
• Identifies training needs of individuals based on productivity and accuracy reports - rejects from billing - and spot checks
• Required to train others on the encoder product suite
• Utilizes this system on an on-going basis to perform core coding duties and audits
• Orients and instructs new personnel and/or students from affiliated health information or medical record technology programs on unit operations - coding - abstracting - and use of an electronic medical record
• Monitors the status and progress of work and day-to-day adjustments in accordance with established priorities
• Instructs employees in specific tasks and job techniques and makes available written instructions - reference materials and supplies
• Gives on the job training to new coders and students to provide the individual with the basic knowledge - skill and ability to perform the full range of routine and non-routine responsibilities required
• Uses a variety of computer applications in day-to-day activities and duties - such as Outlook - Excel - Word - and Access
• competent in use of the health record applications (VistA and CPRS) as well as the encoder product suite
• Ensures current versions of all software applications are loaded and functional after any updates or changes
• Develops performance standards and conducts performance evaluations for subordinate staff
• Interviews new employees - recommends selection - and carries out training and development of reassignments - awards or disciplinary action
• Approves leave schedules
• Implements provisions of EEO programs to ensure fair and equal treatment for all employees
• Keeps employees informed of management goals and objectives and higher levels supervisors informed of employee participation and concerns
• Schedules the sequence of work and operations on a weekly - monthly and quarterly basis to assure even workflow and distribution - expeditious handling of priorities and the meeting of deadlines Revises schedules/assignments to meet changes in workload considering peak loads - availability of manpower and time limits
• Makes changes in organization and assignment of duties to provide improvements - promote job satisfaction and increase productivity
• Work Schedule: Monday - Friday 8:00am to 4:30pm (Work hours are subject to change based on agency needs) Telework: Ad-hoc Virtual: This is not a virtual position
• Functional Statement #: FS-60808F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized