Medical Records Administration Specialist - TCF Trainee

Summary The Technical Career Field (TCF) is a national workforce development program within VHA that was designed to replenish technical staff in critically identified positions.

Positions are located in the Health Information Management Section (HIMS). 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.

Responsibilities The Technical Career Field (TCF) is a national workforce development program within VHA that was designed to replenish technical staff in critically identified positions.

The TCF career fields represent those technical fields where VA-specific knowledge and experience is desirable for success in the field.

Individuals selected follow a formal training plan for two years during which they are trained, coached, and supervised by a preceptor.

Preceptors are selected annually, through an extensive application process, for their technical expertise, their commitment to training and the suitability of their facility as a training location.

Selectees will be required to sign Mobility, Credential, and Continued Service Agreements. This is a developmental position with placement at the GS-9 leading to a GS-11, performing assignments intended to broaden skills and provide practical experience leading to progressively more complex assignments performed under progressively less supervision.

You will ultimately acquire the background necessary to perform at the full performance level of GS-11. Promotion is at the discretion of the supervisor and is contingent upon satisfactory performance, availability of higher level work, and availability of funds.

Duties of the position are developmental in capacity and may include, but are not limited to, the following : Serves as technical specialist in the broad scope of health information related matters, provides advice and guidance on the HIM program in relation to Medical Records.

Conducts research on and coordinates projects and studies of records systems. Analyzes situations or processes and recommends improvements or changes as necessary.

Assists in conducting quality assurance studies of health records. Serves as a liaison in the implementation of automated clinical applications pertaining to the EHR.

Participates in facility committees and subcommittees related to health information and provides technical advice when necessary.

Participates in training related to VHA Healthcare Information Systems such as electronic health record, scanning, coding, ROI, speech recognition software, and other software packages as they relate to HIM job functions.

Analyzes clinical and administrative processes related to information flow. Resolves conflicts and ensures smooth collaboration in areas where scope overlaps or is integrated with other services.

Manages, preserves, analyzes, and supervises the use of diagnostic and therapeutic health records / health information management.

Develops policies and procedures and provides advice on the use of health records and health information management. Work Schedule : Monday - Friday, 8am to 4 : 30pm;

Actual hours will depend on the needs of the service and the mission of the agency for the location of selection. Virtual : This is not a virtual position.

Functional Statement # : 00000 Financial Disclosure Report : Not Required Requirements 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.

You may be required to serve a probationary period. Subject to background / security investigation. Selected applicants will be required to complete an online onboarding process.

Training- Service Agreement, Credential Agreement and Mobility Agreement required. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

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.

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 Education or Experience Requirement : 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 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 : Coding Certification through AHIMA or AAPC.

NOTE. Mastery certification obtained through the American Health Information Management Association (AHIMA) or the American Association of Professional Coders (AAPC).

To be acceptable for qualification, the specific certification must represent a comprehensive competency in the occupation.

Stand-alone specialty certifications do not meet the definition of mastery level coding certification and are not acceptable for qualifications.

Certification titles may change and certifications that meet the definition of mastery level coding certification may be added / removed by the above certifying bodies;

however, current mastery level coding certifications include : Certified Coding Specialist (CCS), Certified Coding Specialist (CCS) - Physician-based (CCS-P), Certified Professional Coder (CPC), Certified Outpatient Coder (COC), and Certified Inpatient Coder (CIC).

OR, HIM Certification through AHIMA. NOTE. 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).

OR, Health Data Analyst Certification through AHIMA. NOTE. This is limited to certification obtained through AHIMA. To be acceptable for qualifications, the specific certification must certify mastery in health data analysis.

Certification titles may change and certifications that meet the definition of health data analyst certification may be added / removed by the above certifying body;

however, current health data analyst certification includes Certified Health Data Analyst (CHDA). Grade Determinations : GS-5 : None beyond basic requirements.

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. GS-9 : (a) Experience. In addition to the basic requirements, 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 GS-11 : (a) Experience.

In addition to the basic requirements, 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 accurate, consistent, and meaningful information.

References : VA Handbook 5005 / 130, May 28, 2020, PART II APPENDIX G33 Physical Requirements : See Additional Information Section Education IMPORTANT : A transcript must be submitted with your application if you are basing all or part of your qualifications on 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 : 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 : Additional Information TCF Trainee : This position is for a Medical Records Administration Specialist - TCF Trainee with the Veterans Health Administration.

As such, appointment will only be made at the GS-9 grade level. In order to be promoted to the GS-11 at program completion, TCF trainee participants must obtain RHIA or RHIT within the first 12-months of program participation.

If you do not currently possess RHIT or RHIA credentials at the time of application, you must be eligible to earn such a credential within the next 12-months.

Loss of Credential. Following initial certification, credentials must be maintained through rigorous continuing education, ensuring the highest level of competency for employers and patients.

An employee in this occupation who fails to maintain the required certification must be removed from the occupation which may result in termination of employment.

At the discretion of the appointing official, an employee may be reassigned to another occupation for which he / she qualifies, if a placement opportunity exists.

Grandfathering Provision. 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 VA Handbook 5005 / 130 May 28, 2020 PART II APPENDIX G33 II-G33-4 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.

Provisions apply. Physical Requirements : This position requires frequent visits to various areas of the hospital and occasionally construction areas.

Standing, sitting, bending, stooping, kneeling, and carrying of light objects (documents, briefcases, etc.) is required.

Is occasionally required to assist in work where vision and manual dexterity may be required. Receiving Service Credit or 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.

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.