Medical Records Administrator Assistant Chief HIM

Veterans Health Administration • San Francisco, CA

8d • Onsite

About The Position

This position is located in the Health Information Management Section of the Business Service at the San Francisco VA Health Care System. The Medical Records Administrator serves as Assistant Chief of Health Information Management in a high-complexity, level 1 medical facility and is responsible for the technical and administrative operation of the HIM department. The incumbent serves as a full assistant to the Chief of Health Information Management and acts as Chief in their absence.

The role provides supervision, administrative support, coordination, and technical assistance in planning, developing, and maintaining an effective, comprehensive HIM program. Areas of responsibility include coding, health record documentation analysis, transcription and speech recognition, release of information, file room and scanning programs, and health information exchange. The Assistant Chief supports policy development, department planning and oversight, staffing and equipment recommendations, reporting, and maintenance of procedures and operating manuals.

The incumbent supports research and quality-management activities by advising health professionals and researchers on available health record information and appropriate methods for obtaining and using it while protecting confidentiality. Duties also include screening and abstracting records and reports, assisting with retrospective reviews, auditing and monitoring departmental work, assessing employee performance for quality, quantity, accuracy, and timeliness, and taking corrective action when needed. The work schedule is 7:30 a.m. to 4:00 p.m. Telework and virtual work are not available. The position is GS-12; relocation and recruitment incentives and permanent change of station are not authorized.

Requirements

• U.S. citizenship, except where appointment of a non-citizen is permitted under VA policy when qualified citizens cannot be recruited.
• Selective Service registration for males born after December 31, 1959.
• Proficiency in written and spoken English.
• Meet the basic qualification requirement through one of the following: 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 health information management or 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. HIM certification is required above the full-performance level.
• Maintain required credentials through continuing education; failure to maintain certification may result in removal from the occupation and potentially termination of employment.
• Have one year of creditable experience equivalent to the next lower grade level and meet the KSAs for the grade.
• Demonstrate skill managing projects and processes and developing solutions to complex technical HIM problems.
• Advise management and staff on HIM practices based on industry standards, policies, statutes, laws, and regulations.
• Plan, justify, develop, evaluate, assess, monitor, and advise on HIM processes and recommend policy or procedural changes.
• Determine and evaluate compliance with legal, ethical, regulatory, and accrediting-body guidelines applicable to HIM.
• Apply sound resource-management principles, including staffing, space, contracts, and equipment.
• Perform the full range of supervisory duties, including work assignment, performance evaluations, staff selection, and recommendations for awards, advancement, and disciplinary actions.
• Complete a probationary period if required, undergo a background/security investigation, complete online onboarding, pass a pre-employment physical examination, and participate in the seasonal influenza vaccination program.
• Meet the physical requirements described in VA Directive and Handbook 5019.

Responsibilities

• Supervise all Health Information Management functions and oversee the daily technical and administrative operation of the department.
• Assist the Chief of Health Information Management with planning, directing, policy making, organizing, and controlling departmental activities; act as Chief in their absence.
• Provide guidance and technical assistance in planning, developing, and maintaining an integrated HIM program.
• Oversee health record activities involving coding, documentation analysis, transcription and speech recognition, release of information, file room and scanning programs, and health information exchange.
• Collect and process data for reports, surveys, and research projects; prepare reports and recommendations for facility leadership and upper management.
• Recommend departmental equipment and staffing needs and maintain current procedures and operating manuals.
• Assist physicians and other health professionals with obtaining health record information for research, advising on availability, access, appropriate use, and confidentiality.
• Screen, abstract, and tally data from records and computer-generated reports; advise researchers on data-gathering methods when serving as a consultant.
• Assist with retrospective health record review and data-abstraction projects supporting medical-center quality-management activities.
• Audit and monitor areas of responsibility to ensure accurate and timely data processing.
• Review employee work for quality, quantity, accuracy, and timeliness; identify problems and take corrective action.
• Monitor HIM workflow and performance, support compliance with applicable standards and requirements, and promote quality and efficiency across departmental processes.

Benefits

• Federal employee benefits package; eligibility depends on position type and other applicable conditions.
• Potential credit toward annual leave accrual for prior federal employment or military service, subject to request and approval before appointment.

What This Job Offers

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