Medical Records Administrator (Assistant Chief HIMS)

Medical Records Administrator (Assistant Chief HIMS)

Department: Department of Veterans Affairs

Location(s): Newington, Connecticut

Salary Range: $99992 - $129996 Per Year

Job Summary: This position is located in the Health Information Management (HIM) Section of Health Administration Service for the VAMC in Connecticut, located at the Newington Campus. The Assistant Chief of HIMS, Medical Records Administrators (MRAs) in VHA performs or supervises work concerned with the management of a health record program or the provision of services related to medical record administration/health information services.

Major Duties:

• This position serves as the Assistant Chief of Health Information Management ( ASST CHIM), which is the highest-level professional position at the facility, with responsibility for the management and direction of the Health Information Management (HIM) program. Duties may include, but are not limited to: Serves as the Assistant Chief of Health Information Management (CHIM) with full program responsibility for all facets of the Health Information Management (HIM) program and processes. Ensures HIM program meets and/or exceed national HIM policies, procedures, and performance metrics. Creates and monitors systems to ensure accurate, timely, and complete health records, in accordance with VHA policy and TJC health information protocols. Maintains all facets of health records management for the facility ensuring maintenance of complete, accurate, timely, clinically-pertinent, and readily-accessible patient health records. Develops policies, processes, and procedures that address all VA, Federal, regulatory, and accrediting requirements for HIM. Evaluates health records program and independently determines the nature and extent of problem areas. Provides detailed technical expertise in health records science and other very technical aspects of HIM. Maintains all health information input into the local Vista database and assures timely transmission of that data into all VA centralized databases. Completes internal quality assurance reviews to ensure employee performance and that work meets quality and quantity standards. Establishes monitors to ensure the timeliness of health record entries and reports findings with subsequent trending of data. Provides management officials with health record review results and trends on an ongoing basis. Monitors and reports delinquent records by number, type of deficiencies and responsible provider. Advises the committee on health record issues; including VA requirements, TJC standards, record retrieval processes, health record components, systems, goals, electronic records. Assumes other related duties. Work Schedule: Full-time, 40 hours a Week, Monday-Friday, 8:00am - 4:30pm, EST. Telework: AD-Hoc, at Supervisor Discretion. Virtual: This is not a virtual position. Functional Statement #: 689-F04006. Relocation/Recruitment Incentives: Not Authorized. Notifications This position is a NOT a Bargaining Unit position. This position is in the Excepted Service and does not confer competitive status. Veterans Preference does not apply for internal or other current permanent Federal Agency Employee. This position is covered by locality-based comparability pay. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted) in some cases, more than one SF-50 may be required to show a higher grade previously held.

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. 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 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 Equivalent combinations of creditable experience and education that equals 100 percent 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. Medical Records Administrator's must be proficient in spoken and written English. See 38 U.S.C. § 7403(f). Health Information Management (HIM) Certification. Higher-level health information management certification is limited to certification obtained through AHIMA. To be acceptable for qualifications, the specific certification must represent a comprehensive competency in the occupation. Certification titles may change and certifications that meet the definition of HIM certification may be added/removed by the above certifying body; however, current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA) 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: Experience. One year of creditable experience equivalent to the next lower grade level (GS-11) that demonstrates the KSAs described at that level, AND Certification: Employees at this level must have a HIM Certification. GS-11 Knowledge, Skills, and Abilities: Skill in performance and process improvement techniques to develop and implement new or improved solutions in health information management. 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, statues, laws, and regulations. Ability to plan, justify, develop, evaluate, assess, monitor, and advise on current health information management processes and recommend changes in policies or procedures. Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management. Ability to acquire, manage, analyze, interpret, and transform data into accurate, consistent, and meaningful information. Certification. Employees at this level must have a HIM Certification. HIM Certification through AHIMA. Current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA). AND GS-12 Knowledge, Skills, and Abilities: Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management. Skill in evaluating, developing and implementing new policies, procedures, and programs. Ability to provide program oversight, including advisory and technical expertise on a range of health information management practices and guidelines to staff at various levels. Ability to develop and conduct training on health information management programs, policies, procedures, and performance improvement activities. Ability to effectively procure and manage HIM resources (i.e. space, staffing, education, budget, etc.). Ability to provide the full range of supervisory duties to include assignment of work; completing performance evaluations; selection of staff; and recommendation of awards, advancements, and disciplinary actions. Customer service skills necessary to effectively communicate (written and verbal) and interact with all levels of hospital personnel, physicians, patients, and outside agencies. Ability to deal effectively with sensitive and/or complex situations 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-12. 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 12/29/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12854987. 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: 2025-12-29