Medical Records Administrator (Assistant Chief (ACHIM)

Medical Records Administrator (Assistant Chief (ACHIM)

Department: Department of Veterans Affairs

Location(s): Tuscaloosa, Alabama

Salary Range: $74684 - $97084 Per Year

Job Summary: This position is in the Health Information Management section under Health Administration Services at the Tuscaloosa VA Medical Center. The Tuscaloosa VAMC is in West Alabama, where the facility is situated on a beautiful campus of 125 acres with 25 major buildings. TVAMC provides Primary Care, Long-term health care, and mental health care services to eligible Veterans in the VA Southeast Network (Veteran Integrated Service Network (VISN) 7.

Major Duties:

• Major duties and responsibilities are as follows: The incumbent serves as the Assistant Program Manager of Health Information Management (APMHIM) in a medical facility of complexity level 2 or 3, with responsibility for the supervision of all HIM functions. Is a full assistant to the Program Manager of Health Information Management (PMHIM). Keep current on emerging issues and trends in the HIM field, including process improvement initiatives for HIM, the electronic health record, coding, health record documentation analysis, transcription/speech recognition, release of information, file room/scanning programs, and health information exchange. Keeps the PMHIM, management and clinical staff abreast of changing technology in electronic systems used to collect, process, code, protect and store health information. 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. Approves leave and establishes work schedules. Implements provisions of EEO programs to ensure fair and equal treatment for all employees. 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 various HIM unit supervisors. Additionally, is responsible for determining the need for and extent of training personnel outside HIM about the health record and its format. Assists the PMHIM with the development, evaluation and updating of office procedures, manuals, policies and directives. May be required to develop training materials and continuing education programs. Training programs developed and conducted by employee may include medical terminology, health record documentation requirements, coding, transcription, records management, release of information, Privacy Act and HPIAA. Assistance is also provided in formal and informal service training and orientation of house staff as well as other members of the health care team regarding health record functions and quality content. Incumbent in this position provides consultation and management support to the above units to ensure smooth operation of a customer-focused, forward-thinking and efficiently managed department. In the absences of the PMHIM, incumbent functions as Acting Program Manager of the Section and is responsible for overall management of the Sections' program and function. Incumbent aids with the overall effective administration and planning of the HIM program throughout all areas of the facility in order to give maximum support to the staff in the treatment of patients. Performs audits and analyses, preparing and presenting findings and recommendations to the PMHIM, Service Line Leaders and designees. Performs documentation corrections. Documentation errors consist of retracting erroneous notes, re-titling notes, assigning notes to or removing from consult requests. Problem solves improperly identified documents with clinicians, Clinical Applications Coordinators (CAC) and others who report problems. Analyzes workflow to determine potential problem areas and makes recommendations to correct these areas and improve coordination between the various units. Obtains, organizes, files, and retrieves reports, correspondence, and financial data for use in preparing status reports, briefings, and presentations. Identifies and recommends ways of eliminating, combining, simplifying, or improving procedures and processes. Work Schedule: Monday-Friday 8:00am-4:30pm Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: 60439F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

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. 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 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 Experience/Education Combination: Equivalent combinations of experience and education 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. AND Certification: Coding Certification through AHIMA or AAPC or HIM Certification through AHIMA or Health Data Analyst Certification through AHIMA. Certification. Persons hired or reassigned to MRA positions in the GS-0669 series in VHA must meet one of the following: (1) Coding Certification through AHIMA or AAPC. NOTE. See paragraph above for a detailed definition of Coding Certification. OR, (2) HIM Certification through AHIMA. NOTE. See paragraph above for a detailed definition of HIM Certification. OR, (3) Health Data Analyst Certification through AHIMA. NOTE. See paragraph above for a detailed definition of Health Data Analyst Certification. NOTE. HIMs Certification is required for all positions above the full performance level. 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). Grade Determinations: Medical Records Administrator Assistant Chief (ACHIM), GS-11 Experience. One year of creditable experience equivalent to the next lower grade level that demonstrate the following KSAs below: i. Skill in performance and process improvement techniques to develop and implement new or improved solutions in health information management. ii. Ability to advise management and staff at various levels regarding health record documentation requirements and health information management practices based on current industry standards, policies, statutes, laws, and regulations. iii. Ability to plan, justify, develop, evaluate, assess, monitor, and 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 plan, justify, develop, evaluate, assess, monitor and/or advise on current HIM processes and recommend changes in policies or procedures. vi. Ability to successfully apply principles and techniques of sound resource management (i.e., staffing, space, contracts, equipment). vii. Ability to provide the full range of supervisory duties, to include assignment of work, completing performance evaluations, selection of staff, and recommendation for awards, advancements, and disciplinary actions, when appropriate. Assignments. This assignment is considered above the full performance level. This assignment serves as the Assistant Chief of Health Information Management (ACHIM) in VA Medical Centers designated as complexity level 2 or 3 as designated in the VHA, "2014 Facility Complex Model". The ACHIM assists 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. The ACHIM assists the CHIM in identifying and setting short-range and long-range goals, program objectives, and tasks to meet the mission and vision of the medical center. They monitor and manage HIM workflow to ensure program objectives are met. They also assist with planning, developing, directing, and evaluating health information and other functions. They oversee implementation and adherence to HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies. The ACHIM ensures the facility is in compliance with applicable standards by completing HIM audits, healthcare data reports, and statistical information, for timely and accurate reporting. They establish, implement, and monitor HIM performance through metrics, productivity measures, benchmarking, and other applicable tools. This MRA position ensures quality and efficiency for all areas and processes of the HIM department. Preferred Experience: Supervisory and Medical Records Administrator experience 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-11. The actual grade at which an applicant may be selected for this vacancy is GS-11. Physical Requirements: See VA Directive and Handbook 5019.

How to Apply: All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 11/26/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12820891. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire. Click Submit My Answers to submit your application package. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

Application Deadline: 2025-11-26