Supervisory Medical Records Administrator (Chief HIMS)
About This Position
This position serves as the Chief, Health Information Management Service (HIMS) at the James A. Haley Veterans' Hospital and Clinics. The Chief, HIMS is responsible for the management of the facility's health record program and medical information/data management and will lead all aspects of health information at this institution.
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. Education or Experience: 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 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 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 Medical Records Administrators (MRA) positions in the GS-0669 series in VHA must meet one of the following: Coding Certification through American Health Information Management Association (AHIMA) or American Association of Professional Coders (AAPC).
OR, HIM Certification through AHIMA.
OR
Health Data Analyst Certification through AHIMA. Grandfathering Provisions: All persons employed in VHA as an MRA are considered to have met all qualification requirements for the title, series, and grade held, including positive education, and [registration and/or certification that are part of the basic requirements of the occupation. For employees who do not meet all the basic requirements [in this standard, but who met the qualifications applicable to the position at the time they were appointed the following provisions apply: Such employees may be reassigned, promoted up to, and including, the full performance (journeyman) level, or [changed to lower grade] within the occupation, but may not be promoted beyond the [journeyman] level or placed in supervisory or managerial positions.
Employees who [were] appointed on a temporary basis, prior to the effective date of the qualification standard, may not have their temporary appointment extended or be reappointed on a temporary or permanent basis until they fully meet the basic requirements of the standard. Employees initially grandfathered into this occupation who subsequently obtain additional education and/or licensure/[registration/]certification[, and] meet all the basic requirements of this qualification standard, must maintain the required credentials as a condition of employment in the occupation. MRAs who are converted to title] 38 [hybrid status] under this provision and subsequently leave the] occupation [lose] protected status and must meet the full VA qualification standard requirements in effect at the time of reentry , as a medical records administrator Physical Requirements: Routine work requires phone, keyboard and computer mouse use, standing and sitting for extended periods of time, intermittent/ non-strenuous ambulation around all areas of the medical center, and carrying light items such as papers, books and some files.
English Language Proficiency. Medical Records Administrators must be proficient in spoken and written English. See 38 U.S.C. § 7403(f). Grade Determinations.
In addition to the basic requirements for employment, the following criteria must be met when determining the grade of candidates. Medical Records Administrator (Chief (CHIM)), GS-13 Experience:
In addition to the basic requirements, one year of creditable experience equivalent to the GS-12 grade level, that is directly related to the position to be filled and Certification: Certification. Employees at this level must have a HIM Certification Demonstrated Knowledge, Skills, and Abilities.
In addition to the experience above, the candidate must demonstrate all of the following KSAs: Ability to determine and evaluate compliance with legal, ethical and regulatory guidelines and accrediting bodies, as they apply to health information management. Ability to provide sound, technical guidance to staff at various levels about major programs, legal, or procedural changes related to health information management. Skill in revising facility policies and procedures to improve health information management services and to evaluate, modify, and/or adapt new methods to meet regulatory requirements.
Skill in analyzing complex data, interpreting and trending results for effective management of the HIM program. Skill in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring of HIM processes. Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.
Assignment- CHIMs in this assignment provide technical advice, planning, and evaluation about health information management issues impacting the overall program on a regular and recurring basis. Multi-division, integrated health care systems under the leadership of a single director are considered to be a single facility with one CHIM. A position with program responsibility over less than a single health care system does not have full program responsibility for the health information management program.
The CHIM establishes policies, procedures, responsibilities, and requirements for HIM-related matters, such as health record documentation, coding and clinical documentation improvement, release of information, file room/scanning, records management, transcription and medical speech recognition, as well as the overall management of health information and Veterans health records. They oversee development, implementation and adherence to HIM industry standards, policies, procedures, laws, regulations, and accrediting bodies. They ensure the facility is in compliance with applicable standards, by completing HIM audits, developing healthcare data reports, and statistical information, for timely and accurate reporting.
The CHIM monitors HIM performance through dashboards, productivity standards, and benchmarking. They participate in establishing and implementing strategic facility and HIM Department goals and controlling program activities and cost, budgeting, procurement, and property management, to achieve goals and improve processes. The CHIM monitors and manages HIM workflow to ensure program objectives are met.
Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. GS-13
Major Duties
Direct the operation of all personnel working within the following program areas: records analysis, coding, clinical documentation improvement, medical record files, Evaluates health records program and independently determines the nature and extent of problem areas. Develop recommendations and solutions for program improvement as well as implement innovative solutions to correct technical and complex problems. Responsible for the health record coding program and assuring that the facility fully accounts for workload in a timely, accurate manner.
Serves on a multidisciplinary revenue team to ensure optimal processes to facilitate maximum reimbursement opportunities. Provides expertise on billing actions to improve collections. Recommend improvements in documentation systems used to provide patient care, to optimize VERA workload, third party reimbursement and to manage resources.
Responsible for providing technical guidance on health information issues such as documentation requirements, liability issues, advance directives, informed consent, patient privacy and confidentiality, etc. Completes internal quality assurance. reviews to ensure employee performance and that work meets quality and quantity standards Establishes and monitors to ensure the timeliness of hard-copy and/or electronic health record entries and reports findings with subsequent trending of data. Provides management officials hard copy and/or electronic health record review results and trends on an ongoing basis.
Maintains and reports delinquent records by number, type of deficiencies and responsible provider. Serves to guide and assist on research projects and is a resource for patient data on both patients' specific and aggregate bases. Represents HIMS and acts as subject matter expert at the facility wide Health Records Committee.
Advises the committee on health record issues; including VA requirements, The Joint Commission standards, record retrieval processes, health record components, systems, goals, electronic records, etc. The Chief, HIMS is responsible for assuring that James A. Haley Veterans' Hospital and Clinics is in compliance with all Joint Commission standards regarding health information.
Responsible for assuring that all patients have a complete record of their medical care at the facility. Lead the automation of all health information systems at James A. Haley Veterans' Hospital and Clinics.
Support James A. Haley Veterans' Hospital and Clinics information security program and manage the patient information database. Conducts training programs in health record science, medical terminology, health record documentation, and medico-legal matters.
Directly supervises all personnel working within the Health Information Program, including the Coding Supervisor, Medical Record Coders, Medical Record Technicians. Incumbent is responsible for directing the operations of all personnel working within the Health Information program and is regularly involved in labor relations and budget management. Performs the administrative and personnel management functions relative to staff supervised Establishes guidelines and performance expectations for staff, which are clearly communicated through the formal employee performance management system.
Develop work improvement plans, recommending personnel actions as necessary. Provides advice and counsel to workers related to work and administrative matters. Effects disciplinary measures as appropriate to the authority delegated in this area.
Reviews and approves leave requests. Responsible for maintenance and evaluation of health records, and assuring legal requirements are met. Performs these duties as the facility expert but does not involve Work Schedule: Monday to Friday 8:00am to 4:30pm Telework: Not Available Virtual: This is not a virtual position.
Functional Statement #: 70198F Relocation/Recruitment Incentives: Not Authorizes Permanent Change of Station (PCS): Not Authorized
Conditions of Employment
You must be a U.S. Citizen to apply for this job. 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.
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
This position is in the Excepted Service and does not confer competitive status.Area of Consideration Eligible applications will be reviewed and referred in the following order: 1. Current permanent VA employees of the facility.
- All other VA employees.
- Veterans.
- All other applicants. 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 04/30/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12934698. 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 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.
Cover Letter DD-214/ Statement of Service Disability Letter (VA) Resume -The 2-page Resume requirement does not apply to this position. Professional Certification Resume SF-15 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.