Medical Records Administrator (Assistant Chief (ACHIM))

Veterans Health Administration•Albuquerque, NM

4h•Onsite

About The Position

This position serves as the Assistant Chief of Health Information Management (HIM), supporting the Chief HIM in establishing policies and requirements for health information management, including health record documentation, coding and clinical documentation improvement, records management, release of information, file room and scanning, transcription and medical speech recognition, and management of health information and Veterans’ health records. The incumbent has full technical and administrative responsibility for the daily operation of the HIM department and serves as acting Chief of HIM in the Chief’s absence. The role provides expertise, guidance, supervision, administrative support, coordination, and technical assistance in planning, developing, and maintaining an effective, comprehensive HIM program. It shares responsibility for gathering and processing data for reports, surveys, and research; preparing reports and recommendations for management; recommending equipment and staffing needs; and maintaining procedures and operating manuals. The incumbent also supports research by helping health professionals obtain and use health record information while protecting confidentiality, and screens, abstracts, and tallies data from records and computer-generated reports. The position monitors and audits work quality, accuracy, quantity, and timeliness; conducts competency assessments; and carries out personnel functions such as interviewing candidates, recommending selections, training and evaluating employees, initiating performance standards, approving leave, and establishing schedules. It provides support and technical guidance to HIM supervisors and leads, and expertise on subpoenas, court orders, advance directives, release of information, and other medico-legal matters. The incumbent advises management and hospital staff on HIM policies, procedures, record-content adequacy, and staff training. The role develops or supports training and orientation on medical terminology, documentation requirements, release of information, privacy, HIPAA, and medical record functions. It participates in health record review activities and ensures they meet VA requirements and applicable accreditation and oversight standards, including TJC, CARF, Behavioral Health, and OIG requirements. The position also assists with planning, directing, and evaluating health information functions and applies resource-management skills in budgeting, contracting, procurement, and property management. Work schedule: Monday through Friday, 8:00 a.m. to 4:30 p.m. Telework is not available; this is not a virtual position. Relocation and recruitment incentives, and permanent change of station, are not authorized. The work is sedentary, with occasional walking, standing, bending, carrying light items, or driving; no special physical demands are required.

Requirements

U.S. citizenship, subject to the stated exception under VA policy for non-citizens when qualified citizens cannot be recruited.
Proficiency in spoken and written English.
HIM certification through AHIMA; a HIM certification is required at the GS-12 level.
Meet the basic qualification requirement through one of the following: three years of qualifying medical-records experience; a bachelor’s degree or higher with a major in health information management or a related degree including at least 24 semester hours in HIM or health information technology; or an equivalent combination of qualifying education and experience.
One year of creditable experience equivalent to the next lower grade level demonstrating the required knowledge, skills, and abilities.
Demonstrate skill managing projects and processes and developing improved solutions to complex HIM technical problems.
Demonstrate ability to advise management and staff on HIM practices based on industry standards, policies, statutes, laws, and regulations.
Demonstrate ability to plan, justify, develop, evaluate, assess, monitor, or advise on HIM processes and recommend policy or procedural changes.
Demonstrate ability to evaluate compliance with legal, ethical, regulatory, and accrediting-body requirements relevant to HIM.
Demonstrate ability to apply sound resource-management principles, including staffing, space, contracts, and equipment.
Demonstrate ability to perform the full range of supervisory duties, including assigning work, completing performance evaluations, selecting staff, and recommending awards, advancements, and disciplinary actions.
Meet applicable federal employment conditions, including background/security investigation, required onboarding and identification checks, and seasonal influenza vaccination requirements for VA health care personnel.
Serve a one- or two-year trial period, as applicable.

Responsibilities

Manage the daily technical and administrative operations of the HIM department, including coding, health record documentation analysis, transcription and speech recognition, release of information, file room and scanning programs, and health information exchange.
Assist the Chief of HIM in planning, directing, setting policy for, organizing, and controlling the department; serve as acting Chief in the Chief’s absence.
Provide supervision, administrative support, coordination, and technical assistance for the planning, development, and maintenance of the HIM program.
Collect and process data for reports, surveys, and research projects; prepare reports and recommendations for management concerning immediate needs and long-range goals.
Recommend equipment and staffing needs and prepare and maintain procedures and operating manuals.
Assist physicians and other health professionals in obtaining health record information for research while advising on availability, access, permitted uses, and confidentiality.
Screen, abstract, and tally information from records and computer-generated reports.
Conduct audits and monitoring to ensure accurate, timely processing; assess employees’ work for quality, quantity, accuracy, and timeliness; and develop and conduct competency assessments.
Carry out personnel functions, including informing employees about personnel programs, setting performance standards, interviewing candidates, recommending selections, training and developing staff, recommending awards or disciplinary action, approving leave, and establishing work schedules.
Support HIM supervisors and leads in selecting, training, and evaluating employees, and provide technical guidance and unit support in a section supervisor’s absence.
Provide expertise on subpoenas, court orders, advance directives, release of information, and other medico-legal matters.
Prepare training materials and participate in orientation and instruction for staff and health care team members on health record functions and requirements.
Advise management and hospital staff on HIM policies, procedures, record-content adequacy, and training of clerical personnel.
Participate in health record review activities and ensure reviews comply with VA requirements and applicable TJC, CARF, Behavioral Health, and OIG standards and guidelines.
Assist in planning, developing, directing, and evaluating health information functions; apply resource-management skills in budgeting, contracting, procurement, and property management.