Medical Records Administrative Specialist
About This Position
This position is located in the Health Information Management (HIM) Section of Business Management Service (BMS) at the Birmingham VA Health Care System (BVAHCS) VA Medical Center. Medical Records Administration Specialist (MRAS) in VHA perform work concerned with the management of a health record program or the provision of services related to medical record administration/health information services.
This position is only opened to employees of the Birmingham VA Health Care System.
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. Physical Requirements.
See VA Directive and Handbook 5019. English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f) Education or Experience: (1) 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, (2) 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, (3) Experience/Education Combination. 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.
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 2a above for a detailed definition of Coding Certification.
OR, (2) HIM Certification through AHIMA. NOTE. See paragraph 2d above for a detailed definition of HIM Certification. OR, (3) Health Data Analyst Certification through AHIMA. NOTE. See paragraph 2c 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).
Medical Records Administration Specialist, GS-5. None beyond basic requirements. (a) Assignment. Employees at this grade level serve in an MRA career development position under close supervision. [MRAs are responsible for generating multiple HIM reports.
They participate in various health record review activities to ensure the integrity of the health record according to established policies. Medical Records Administration Specialist, GS-7 (a) Experience.
In addition to the basic requirements, [one] year of [creditable] experience equivalent to the next lower grade level. OR, (b) Education. (Advanced Entry-Level Placement). Applicants who meet the GS-5 grade level may be appointed at the GS-7 grade level, if they possess a bachelor's degree from an accredited college or university in a major field of study in health information management, with an exemplary academic record as demonstrated by: A 3.0 or higher-grade point average (GPA) out of a possible 4.0 GPA ("B" or better), as recorded on their official transcript or as computed based on four years of education, or as computed based on courses completed during the final two years of the curriculum; or A 3.5 GPA or higher out of a possible 4.0 GPA ("B+" or better) based on the average of the required courses completed in the major field of study, or the required courses completed in the major field of study during the final two years of the curriculum, AND (c) Demonstrated Knowledge, Skills, and Abilities. i.
Knowledge of current classification systems such as International Classification of Diseases, Current Procedural Terminology, and [the Healthcare Common Procedure Coding System (HCPCS). ii. Ability to effectively communicate (written and verbal) with medical center staff, patients, and external entities. iii. Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis of health information. iv.
Ability to utilize computer applications with varied functions to produce a wide range of reports, to abstract records, collect and analyze data and present results in various formats. v. Ability to work independently, adapt to shifting priorities, and meet deadlines. (d) Assignment. Employees at this level serve in an MRA career development position with guidance from the supervisor or designee in day-to-day assignments.
Medical Records Administration Specialist, GS-9 (a) Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates the knowledge, skills, abilities, and other characteristics described at that level. OR, (b) Education.
Education equivalent to two full years of progressively higher level graduate education or a master's degree or equivalent graduate degree from an accredited college or university in a field directly related to health information management. AND (c) Demonstrated Knowledge, Skills, and Abilities i. Knowledge of medical and legal requirements related to health information management and health records. ii.
Ability to provide technical advice and guidance on health information [management practices. iii. Skill in extracting data from various sources and analyzing health information to create reports. iv. Skill in researching, interpreting, and applying health information management guidelines. v.
Knowledge of performance and process improvement techniques to develop new or improved solutions in health information management. (d) Assignments. Employees at this level serve in an MRA career development position with limited guidance, from the supervisor or designee, in day-to-day assignments. (4) Medical Records Administration Specialist,] GS-11 (a) Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates all of the KSAs described at that level OR (b) Education.
Education equivalent to three full years of progressively higher-level graduate education or a Ph.D., or equivalent doctoral degree from an accredited university or college in the field of health information management. AND (c) Demonstrated Knowledges, Skills, and Abilities 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, statues, 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 acquire, manage, analyze, interpret, and transform data into (d) Assignments. This is considered the full performance level for MRA positions (MRA/HIM Specialist). MRAs work independently in day-to-day assignments.
MRAs work independently in day-to-day assignments. References: VA Handbook 5005, Appendix G-33
Major Duties
Duties, included, however not limited to: Assists the Chief, Health Information Management (CHIM) and the HIM Department in identifying and setting short- and long-range goals, program objectives and tasks to meet the mission and vision of the VAMC. Provides subject matter expertise to Service Line Leaders, and medical center staff. Interprets and applies The Joint Commission (TJC) standards, VA regulations and medico-legal requirements; current Federal Codes pertinent to health records; Veterans Administration policy memoranda, directives and handbooks pertinent to health information management; medical coding (ICD, CPT, HCPCS) and reimbursement methodologies; medical and procedural terminology; anatomy and physiology, regulations governing confidentiality of health records; release of information laws and statutes; and all policies/procedures pertaining to VHA health records.
Manages procurement and contracting for the organization. This may include preparing procurement requests, evaluating proposals for work, acting as a COR II for procurements, and/or maintaining procurement and contracting records. Manages contracting and procurement for large and small procurements that require varying approaches.
Initiates and prepares contracts to secure adequate resources to facilitate operations to include determining appropriate costs, performing costs analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors. Prepares and reviews purchase order for supplies and nonexpendable property such as equipment, to include personal computer hardware and software and other specialized equipment necessary for the effective functioning of the office. Exercises authorizations for obligation and expenditures of funds and renews contract obligations for budget.
Provides training for HIM, clinical and administrative staff on HIM topics. Designs and performs quality improvement projects regarding HIM issues. Assists the CHIM in preparing and conducting various presentations.
Work Schedule: Monday - Friday, 7:30AM - 4:00PM Virtual: This is not a virtual position. Functional Statement #: 61298F, 61303, 61307F, 61221F Relocation/Recruitment Incentives: Not Authorized. Permanent Change of Station (PCS): Not Authorized.
Conditions of Employment
You must be a U.S. Citizen to apply for this job. All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment.
Applicants who refuse to be tested will be denied employment with VA. Selective Service Registration is required for males born after 12/31/1959. Must be proficient in written and spoken English. Subject to background/security investigation.
Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
Must pass pre-employment physical examination. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
Complete all application requirements detailed in the "Required Documents" section of this announcement. As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service.
Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
Education
Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.
How You Will Be Evaluated
IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.
Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).
Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.
You will receive credit for all qualifying experience, including volunteer experience. The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
Additional Information
Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave.
Such credit must be requested and approved prior to the appointment date and is not guaranteed. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.
This job opportunity announcement may be used to fill additional vacancies.
This position is in the Excepted Service and does not confer competitive status. VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.
If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.
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 04/16/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12921390. 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.
Required Documents
To apply for this position, you must provide a complete Application Package which includes: Professional Certification Resume SF-50/ Notification of Personnel Action Special Note for Applications: To complete your application, please use the following link https://vacareers.va.gov/wp-content/uploads/sites/5/Resume.docx to download the standard Clinical Resume Document. This one-page document does not need to be modified and must be uploaded into the two-page restricted 'Resume' document upload field.
Your full resume/CV may be uploaded without page limitation into the 'Other' document upload field. The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.
Professional Certification Resume SF-50/ Notification of Personnel Action Transcript Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire.
You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form.
Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference. Veterans' preference does not apply for internal or other current permanent Federal agency employees.