Supervisory Medical Records Administrator (Chief HIMS)

Summary

This position serves as the Chief - Health Information Management Service (HIMS) at the James A. Haley Veterans' Hospital and Clinics. The Chief - HIMS is responsible for the management of the facility's health record program and medical information/data management and will lead all aspects of health information at this institution.

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
• 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
  
  

Duties

• 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