Medical Records Administration Specialist

01Basic Requirements

United States Citizenship. Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy. English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. § 7403(f). 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 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. OR, HIM Certification through AHIMA. OR, Health Data Analyst Certification through AHIMA. Grandfathering Provision. All persons employed in VHA as an MRAS are considered to have met all qualification requirements for the title, series, and grade held, including positive education, and 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, must meet one the provisions listed in the qualification standard (dated 5/28/2020). (1) 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. (2) 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. (3) 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.

02Grade Determinations

In addition to the basic requirements for employment, the following criteria must be met when determining the grade of candidates. Medical Records Administration Specialist, GS-5. None beyond basic requirements. Medical Records Administration Specialist, GS-7 Experience. In addition to the basic requirements, one year of creditable experience equivalent to the next lower grade level. OR, 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.

Demonstrated Knowledge, Skills, and Abilities (KSAs): Knowledge of current classification systems, such as International Classification of Diseases, Current Procedural Terminology, and the Healthcare Common Procedure Coding System (HCPCS). Ability to effectively communicate (written and verbal) with medical center staff, patients, and external entities. Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis of health information.

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. Ability to work independently, adapt to shifting priorities, and meet deadlines. Medical Records Administration Specialist, GS-9 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, 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. Demonstrated Knowledge, Skills, and Abilities (KSAs): Knowledge of medical and legal requirements related to health information management and health records. Ability to provide technical advice and guidance on health information management practices.

Skill in extracting data from various sources and analyzing health information to create reports. Skill in researching, interpreting, and applying health information management guidelines. Knowledge of performance and process improvement techniques to develop new or improved solutions in health information management. Medical Records Administration Specialist, GS-11 Experience.

One year of creditable experience equivalent to the next lower grade level that demonstrates all of the KSAs described at that level OR, 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.

Demonstrated Knowledges, Skills, and Abilities (KSAs): 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.

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 in the range of GS-5 to GS-11.

03Physical Requirements

See VA Directive and Handbook 5019.

Works independently in day-to-day assignments performing data mining, complex data analysis and interpret and transform data into accurate, consistent, and timely information in support of the business and operational needs of the HIM department and the organization. Present findings and recommendations to the Chief, Health Information Management (CHIM) and facility leadership.

Performs workflow analyses, recommend process improvements, identify and implement best practices, and implements changes as needed to improve the productivity and quality controls of the CVHCS HIM Section. Prepares workload and production reports, monitors trends to identify efficiencies and outliers, and recommends appropriate actions which may involve collaborating with staff at all levels for resolution. Leads various health record review activities.

Exhibits broad organizational knowledge, communicates and provides training and education to individuals and groups, at multiple levels, both internal and external to the System. Participates in various facility ,regional, and/or national committees requiring health information management subject matter expertise. Designs and performs quality improvement projects related to health information management to identify and recommend way of eliminating, combining, simplifying or improving procedure and processes.

Compiles diagnostic, procedural, and statistical data, and presents reports locally, regionally, or nationally. Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: Not authorized Functional Statement #: 000000 Relocation/Recruitment Incentives: Not authorized. Permanent Change of Station (PCS): Not authorized.