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Summary The VA Northeast Ohio Healthcare System is recruiting for a Medical Records Administrator (Assistant Chief (ACHIM)). The Medical Records Administrator (Assistant Chief (ACHIM)) will function within in the Health Information Management Service (HIMS) section of Patient Care Administrative Service (PCAS). Responsibilities The incumbent serves as the Assistant Chief of Health Information Management (ACHIM). This position reports to the Chief of Health Information Management (CHIM). Major duties and responsibilities include but are not limited to the following: The incumbent 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. Incumbent is charged with full responsibility, both technical and administrative, for the daily operation of the HIM department which consists of all functions of health record activities related to coding, health record documentation analysis, transcription/speech recognition, release of information, file room/scanning programs, and health information exchange. 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. 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. In conjunction with the CHIM responsible for collecting and processing data for various reports, surveys, and research projects. 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. Aids in a variety of projects and is responsible for screening, abstracting and tallying data from records and computer generated reports. Serves as a consultant to provide guidance and advise researchers on methods for gathering data. Assists in selected miscellaneous retrospective health record review/data abstraction projects to support medical center Quality Management data collection activities. 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. 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. Participates in various facility, VISN and national committees requiring health information management subject matter expertise. 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 of HIMS. 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. 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. Ascertains problems encountered and takes corrective action. Develops performance standards and conducts performance evaluations. Develops and conducts competency assessments. Responsible for carrying out established personnel functions and practices. Keeps employees informed about important aspects of personnel management programs. Formulates and initiates performance standards. Interviews prospective employees, recommends selection, and carries out training and development of assignments, awards or disciplinary action. Is a subject matter expert on 0675 and 0669 qualification standards and how to appropriately apply them. 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. Work is of an analytical, evaluative, and creative nature, and incumbent is responsible for keeping abreast of constant changes in the health information field as well as allied medical fields and applying the information and knowledge gathered to the operations of the hospital. Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: May be available as determined by agency Virtual: This is not a virtual position. Functional Statement #: 94067-0 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure: Required 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). 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: Medical Records Administrator must be proficient in spoken and written English as required by 38 U.S.C. § 7403(f). Experience and Education: (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. 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. Grade Determinations: In addition to the basic requirements listed above, the following criteria must be met when determining the grade of candidates. Medical Records Administrator (Assistant Chief (ACHIM)), GS-12 Experience. One year of creditable experience equivalent to the next lower grade level GS-11 that demonstrates all the KSAs described at that level, creditable experience includes: Assisting the Chief HIM (CHIM) in establishing policies, responsibilities, and requirements for HIM related matters, such as health record documentation, coding and clinical documentation improvement, 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. Identifying and setting short-range and long-range goals, program objectives, and tasks to meet the mission and vision of the medical center. Monitor and manage HIM workflow to ensure program objectives are met; 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. Ensures the facility is in compliance with applicable standards by completing HIM audits, healthcare data reports, and statistical information, for timely and accurate reporting. Establish, implement, and monitor HIM performance through metrics, productivity measures, benchmarking, and other applicable tools; ensures quality and efficiency for all areas and processes of the HIM department. AND Certification. Employees at this level must have a Health Information Management (HIM) Certification. Higher-level health information management certification is limited to certification obtained through AHIMA. To be acceptable for qualifications, the specific certification must represent a comprehensive competency in the occupation. Certification titles may change and certifications that meet the definition of HIM certification may be added/removed by the above certifying body; however, current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA). AND Demonstrated Knowledge, Skills, and Abilities i. 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. ii. 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. iii. Ability to plan, justify, develop, evaluate,] assess, monitor, and/or advise on current health information management processes, and recommend changes in policies or procedures. iv. Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines, and accrediting bodies as they apply to health information management. v. Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment). vi. 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. Preferred Experience: Extensive knowledge of and prior experience of the Release of Information program along with 3-5 years of experience within the various HIM sections (i.e. coding, release of information, clinical documentation improvement, auditing, health information technology, scanning/file room). Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. The full performance level of this vacancy is GS-12. Physical Requirements: See VA Directive and Handbook 5019. Education 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/. Additional Information "VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being." Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. 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. 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.