Medical Records Administrator-Assistant Chief - Health Information Management

Veterans Health Administration•Salisbury, NC

2d•Onsite

About The Position

This position is the Assistant Chief of Health Information Management (ACHIM) in the Health Information Management Section of Health Administration Service at the Salisbury VA Health Care System. It is a GS-12 role in a high-complexity, level 1 medical facility, responsible for supervising all HIM functions and for the technical and administrative daily operation of the department. HIM functions include medical coding, clinical documentation integrity, health record documentation analysis, transcription and speech recognition, release of information, file room operations, scanning and indexing, and health information exchange. The incumbent shares responsibility with the Chief of Health Information Management (CHIM) for collecting and processing data for reports, surveys, and research projects; preparing reports and recommendations on department needs and goals; recommending equipment and staffing needs; and preparing and updating policies, standard operating procedures, and training guides. The role supports researchers by advising on available health record data, access methods, and appropriate uses while protecting confidentiality. It also involves screening, abstracting, and tallying data from health records and computer-generated reports, consulting on research methods, and assisting with retrospective record reviews for quality management. The ACHIM conducts audits and monitors work across areas of responsibility, evaluates employee work quality, quantity, accuracy, and timeliness, provides feedback, identifies problems, develops performance improvement plans, and recommends personnel actions. The incumbent supports HIM program planning across the facility, keeps current with changes in health information and allied health fields, and ensures compliance with VA/VHA requirements, medical center policies, and accreditation standards including TJC and CARF. The position participates in facility, VISN, and national committees as an HIM subject matter expert; prepares and presents committee reports; develops and updates related policies; and advises committees, management, and staff on health record documentation, health information services, and EHR practices. The incumbent may coordinate Medical/Health Record Committee meetings and assists with routine and non-routine reports, research projects, and education on VHA HIM processes and procedures. The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. The position is not virtual; ad-hoc telework may be available. Relocation or recruitment incentives may be authorized for highly qualified candidates.

Requirements

U.S. citizenship, subject to the stated VA policy exception for non-citizens when qualified citizens cannot be recruited.
Proficiency in spoken and written English.
Meet the basic education or experience requirement through one of the listed 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 health information management or technology; or an equivalent combination of education and experience.
Hold an accepted certification for MRA positions: 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.
Have one year of creditable experience equivalent to the next lower grade level demonstrating the required KSAs for the GS-12 Assistant Chief level.
Maintain the required HIM certification; acceptable current AHIMA HIM credentials include RHIT and RHIA.
Demonstrate skill in managing projects and processes and developing new or improved solutions to complex HIM technical problems.
Advise management and staff on HIM practices based on current industry standards, policies, statutes, laws, and regulations.
Plan, justify, develop, evaluate, assess, monitor, or advise on HIM processes and recommend policy or procedure changes.
Determine and evaluate compliance with legal, ethical, regulatory, and accrediting-body guidelines as they apply to HIM.
Apply sound resource-management principles, including staffing, space, contracts, and equipment.
Perform the full range of supervisory duties, including assigning work, completing performance evaluations, selecting staff, and recommending awards, advancements, and disciplinary actions.
Meet VA pre-employment requirements, including background/security investigation, onboarding, applicable drug screening for testing-designated positions, and seasonal influenza vaccination requirements.
Serve a one- or two-year trial period as required for the position.

Nice To Haves

Coding supervisor experience.
Contracting Officer Representative (COR) experience.
Three years of creditable medical records experience involving preparation, maintenance, and management of health records and health information systems, with knowledge of medical terminology, medical records procedures, medical coding, or medical, administrative, and legal requirements of health care delivery systems.
Relocation or recruitment incentives may be authorized for highly qualified candidates.

Responsibilities

Supervise all Health Information Management functions and manage the department's daily technical and administrative operations.
Oversee medical coding, clinical documentation integrity, health record documentation analysis, transcription and speech recognition, release of information, file room operations, scanning and indexing, and health information exchange.
Share responsibility with the CHIM for collecting and processing data for reports, surveys, and research projects.
Prepare reports and recommendations concerning HIM department needs, long-term goals, equipment, and staffing.
Prepare and update policies, standard operating procedures, training guides, and policies pertaining to committee functions, health record reviews, and HIM activities.
Assist physicians and other health professionals in obtaining health record information for research while advising on available data, access methods, and appropriate use and protecting confidentiality.
Screen, abstract, and tally data from health records and computer-generated reports; consult with researchers on methods for gathering health information and health record data.
Assist with retrospective health record review and data abstraction projects supporting medical center quality management activities.
Conduct audits and monitor all areas of responsibility to ensure accurate and timely data processing.
Review employee work for quality, quantity, accuracy, and timeliness; provide constructive feedback, identify problems, develop performance improvement plans, and recommend personnel actions as needed.
Assist the CHIM with HIM program administration and planning across facility areas.
Ensure HIM activities comply with VA/VHA directives and requirements, medical center memoranda, and accreditation requirements, including TJC and CARF standards.
Participate in facility, VISN, and national committees as an HIM subject matter expert; prepare reports and present data to committees.
Ensure health record review activities comply with VHA guidance, TJC standards and scoring guidelines, CARF, Behavioral Health, and OIG requirements.
Advise committees, management, and staff on health record documentation, health information services, and EHR practices based on current policies, regulations, and industry standards.
Coordinate Medical/Health Record Committee meetings as needed and assist with routine and non-routine reports.
Assist health care professionals with research projects and education related to VHA HIM processes and procedures.