Medical Records Administration Specialist

Veterans Health Administration • Fargo, ND

4d • Onsite

About The Position

This position is in the Health Information Management (HIM) Section of Health Administration Service at the Fargo VA Health Care System. The Medical Records Administration Specialist supports accurate, complete, timely, and secure health information for clinical, administrative, reporting, and operational purposes across the medical center and associated outpatient clinics. The role supports the VA Whole Health System of care and the Veterans Health Administration’s mission to improve Veterans’ health and well-being.

The specialist supports HIM program goals and operational priorities; analyzes health information data; develops quality improvement initiatives; and advises leaders and staff. The role interprets and applies policies, documentation requirements, accreditation standards, confidentiality and release-of-information requirements, coding systems, and reimbursement principles. It also supports health record reviews, audits, compliance monitoring, revenue-cycle and charge-integrity activities, HIM training, technology and workflow testing, and process improvement across HIM functional areas.

The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. Telework is not available, and the position is not virtual. Relocation and recruitment incentives and permanent change of station are not authorized. The full performance level is GS-11; the vacancy may be filled at GS-5 through GS-11. The position is in the Excepted Service and requires a 1- or 2-year trial period.

Requirements

• Meet the basic education or experience requirement through one of the specified routes: three years of creditable medical-records experience; a bachelor's degree or higher in health information management or a related degree with at least 24 semester hours in HIM or health information technology; or an equivalent combination of education and experience.
• Hold a qualifying certification: coding certification through AHIMA or AAPC, HIM certification through AHIMA, or Health Data Analyst certification through AHIMA.
• Be proficient in spoken and written English.
• For GS-7, meet the grade-level experience or advanced-entry education criteria and demonstrate knowledge of classification systems such as ICD, CPT, and HCPCS; effective communication; data collection and analytical techniques; computer application skills for reporting, abstraction, and analysis; and ability to work independently, adapt to shifting priorities, and meet deadlines.
• For GS-9, meet the grade-level experience or graduate-education criteria and demonstrate knowledge of medical and legal requirements for HIM and health records; ability to provide technical advice; skill in extracting and analyzing data, researching and applying HIM guidelines, and using performance and process improvement techniques.
• For GS-11, meet the grade-level experience or graduate-education criteria and demonstrate skill in performance and process improvement; ability to advise on documentation requirements and HIM practices; ability to plan, evaluate, monitor, and recommend changes to HIM processes and policies; ability to assess compliance with legal, ethical, regulatory, and accreditation guidelines; and ability to transform data into accurate, meaningful information.
• Be a U.S. citizen, subject to the stated non-citizen appointment exception.
• Meet Selective Service registration requirements if applicable.
• Complete a background/security investigation, online onboarding, and required pre-employment identification and examination or evaluation requirements.
• Participate in the seasonal influenza vaccination program.
• Serve a 1- or 2-year trial period, subject to the terms described in the announcement.
• Use education from an accredited institution recognized by the U.S. Department of Education; foreign education requires a Certificate of Foreign Equivalency and transcript for consideration.

Responsibilities

• Assist the Chief of HIM in establishing program goals, objectives, and operational priorities, and serve as a subject matter resource to medical center leaders and staff.
• Mine, validate, analyze, and interpret HIM data; develop quality improvement initiatives; perform workflow analyses; and present actionable recommendations to leadership.
• Interpret and apply VHA policies, health record documentation requirements, accreditation standards, confidentiality and release-of-information requirements, coding systems, and reimbursement principles.
• Lead health record reviews and HIM audits; prepare performance and workload reports; identify compliance gaps; and coordinate corrective actions with clinical and administrative stakeholders.
• Support revenue-cycle and charge-service activities by analyzing encounter and charge integrity, identifying missing or inaccurate workload capture, and coordinating resolution of coding, registration, and documentation discrepancies.
• Coordinate with clinical, informatics, revenue, and HIM personnel on health record corrections, improperly assigned or indexed documents, templates, and electronic health record workflow issues within delegated authority.
• Provide HIM training, technical assistance, and management briefings; participate in facility, VISN, or national committees and improvement initiatives as assigned.
• Evaluate HIM application or workflow issues, support software or template testing, and coordinate technology trouble reports with appropriate technical staff as needed.
• Participate in quality assurance, audit preparation, compliance monitoring, workflow evaluation, and process improvement across HIM functional areas.

Benefits

• Federal employees and their families have access to a comprehensive benefits package; specific benefits and eligibility depend on position type and should be confirmed with the hiring agency.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level