Summary
***THIS IS NOT A VIRTUAL/REMOTE POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION***
This position serves as the Chief of Health Information Management (CHIM) in the Health Information Management Section (HIMS) of the Business Office at the VA New Jersey Health Care System., with responsibility for the supervision of HIMS functions.
This job is open to
- The public
U.S. Citizens, Nationals or those who owe allegiance to the U.S.
Clarification from the agency
This announcement is open to United States Citizens, nationals or those who owe allegiance to the U.S.
Videos
Duties
This position provides expertise, guidance and direction and has responsibilities relative to providing supervision, administrative support, coordination, and technical assistance in the planning, development and maintenance of an effective, comprehensive, and integrated HIM Program. The Health Information Management Section supports a full range of clinical programs as well as affecting other functions of administrative and clinical staff throughout the ten (10) Community Based Outpatient Clinics (CBOC’s) as well. Services provided have a direct effect on the operations of the agency’s headquarters, field establishments, direct patient care and the annual budget.
Duties may include but are not limited to:
- Planning, directing, policy making, organizing, and controlling the activities of department;
- Full supervisory responsibility, both technical and administrative, for the daily operation of the HIMS department which consists of all functions of medical record activities related to coding, analyzing, transcription, release of information, file room and scanning programs;
- Responsible for collecting and processing data for various reports, surveys, and research projects;
- Responsible for assisting physicians and other health professionals in obtaining health record information to be used in research projects;
- Aids in a variety of projects and is responsible for screening, abstracting and tallying data from records and computer-generated reports;
- May serve as a consultant to provide guidance and advise researchers on methods for gathering data;
- Assists in selected miscellaneous retrospective health record review/data abstraction projects to support medical center Quality Management data collection activities;
- Provides technical guidance to the unit supervisors and lead clerks;
- Provides expertise in the area of subpoenas, court orders, advance directives, and general release of information, as well as other medico-legal issues;
- Provide sound, technical guidance to staff at various levels about major program, legal, or procedural changes related to health information management;
- Prepares training materials and participates in orientation and instructional activities as required;
- Responsible for the development, evaluation, and updating of office procedures, manuals, policies and directives;
- Provides effective audits and monitors for all areas of responsibility, assuring that accurate and timely data is processed by all employees;
- Develops performance standards and conducts performance evaluations;
- Responsible for carrying out established personnel functions and practices;
- Interviews prospective employees, recommends selections, and carries out training and development of assignments, awards or disciplinary action;
- Participates in various facility, VISN and national committees requiring health information management subject matter expertise; and
- Identifies and sets short and long-range goals, program objectives and tasks to meet the mission and vision of the medical center.
Work Schedule: Monday – Friday, 8:00am – 4:30pm.
Telework: Available for Ad-Hoc (occasional) basis. To be discussed during the interview process.
Virtual: This is not a virtual position.
Functional Statement #: PD000000
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
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.
- 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).
- Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) – See “Additional Information” below for details.
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:
- Citizenship. Candidates must be a citizen of the United States. Non-citizens may be appointed when it is not possible to recruit qualified candidates in accordance with 38 U.S.C. ? 7407(a).
- English Language Proficiency. MRAs must be proficient in spoken and written English. See 38 U.S.C. ? 7403(f).
- Certification. HIMs Certification is required for all positions above the full performance level.
- 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).
- 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.
- 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).
Creditable Experience. Experience is only creditable if it is in health information management and is directly related to the position to be filled. To be creditable, the candidate’s experience must have demonstrated the use of knowledge, skills, and abilities associated with current practice. Experience satisfying this requirement must be active practice, which is paid/non-paid employment as an MRT/MRA or related field such as medical coding, qualitative and quantitative health record analysis, Health Insurance Portability & Accountability Act privacy and release of information, or preparation, maintenance, and management of health records.
Part-Time Experience. Part-time experience as a professional MRA is creditable according to its relationship to the full-time workweek. For example, an MRA would receive one week of full-time credit for each two weeks of half-time work.
Quality of Experience. To be creditable, experience must be documented on the application or resume and verified in an employment reference, or through other independent means.
Grade Determinations. In addition to the basic requirements for employment, the following criteria must be met when determining the grade of candidates. The candidate’s qualifications must clearly demonstrate the level of competence required for the grade.
Medical Records Administrator (Chief (CHIM)),] GS-13
(a) Experience. One year of creditable experience equivalent to the next lower grade level that demonstrates the KSAs described at that level.
AND
(b) Certification. Employees at this level must have a HIM Certification. NOTE. See paragraph 2d of this appendix for detailed definitions of HIM Certification.
AND
(c) Demonstrated Knowledge, Skills, and Abilities
i. Ability to determine and evaluate compliance with] legal, ethical and regulatory guidelines and accrediting bodies, as they apply to health information management.
ii. Ability to provide sound, technical guidance to staff at various levels about major program, legal, or procedural changes related to health information management.
iii. 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.
iv. Skill in analyzing complex data[ interpreting and trending results for effective management of the HIM program.
v. Skill in management/administration, which includes program planning, coordination, interpretation, supervision, consultation, negotiation, problem solving, and monitoring of HIM processes.
vi. Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.
(d) Assignments. This assignment is the Chief Health Information Management (CHIM), which is the highest-level professional position at the facility with responsibility for the management and direction of the health information management program. This assignment is only for the CHIM in VA Medical Centers for all categories (1a, 1b, and 1c) within the complexity level 1 as designated in the VHA, “2014 Facility Complexity Level Model”, with full program management and supervisory responsibility to direct professional MRAs, technical MRTs, and other support staff in health information management.
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.
References: VA Handbook 5005/130 Part II Appendix G33, Medical Records Administrator/Medical Records Administration Specialist Qualification Standard GS-0669 dated May 28, 2020.
The full performance level of this vacancy is GS-13. The actual grade at which an applicant may be selected for this vacancy is GS-13.
Physical Requirements: See VA Directive and Handbook 5019.
Education
There is no educational substitution at this grade level.
Additional information
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.
Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.
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.
- Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
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.
- Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
- Required Documents
As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have – whether you’re a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you’re eligible under their policies.
To apply for this position, you must provide a complete Application Package which includes:
- Copy of Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) certification through American Health Information Management Association (AHIMA)
- Resume
VA Form 10-2850c Application for Associated Health Occupations can be found at: About VA Form 10-2850C | Veterans Affairs.
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to 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.
- DD-214/ Statement of Service
- Disability Letter (VA)
- Copy of Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) certification through American Health Information Management Association (AHIMA)
- Resume
- SF-15
- SF-50/ Notification of Personnel Action
FINAL DOCUMENTS REMINDER: THE FOLLOWING DOCUMENT IS REQUIRED FOR A COMPLETE APPLICATION:
- DETAILED RESUME WHICH INCLUDES START AND END DATES WITH MONTH AND YEAR, FULL TIME/PART TIME STATUS, AND SERIES AND GRADE FOR ALL FEDERAL POSITIONS HELD (IF APPLICABLE)
- COPY OF CURRENT VALID HIM CERTIFICATE
FAILURE TO PROVIDE THIS INFORMATION/DOCUMENTAION WILL RESULT IN DISQUALIFICATION FROM CONSIDERATION.
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.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
- 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 10/11/2023 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12148895.
- 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.
To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
Agency contact information
Victoria Moersdorf
Phone
908-536-9812
Email
victoria.moersdorf@va.gov
Address
VA New Jersey Health Care System 385 Tremont Avenue East Orange, NJ 07018 US
Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.
- Fair and Transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
- Equal Employment Opportunity (EEO) Policy
- Reasonable accommodation policy
- Financial suitability
- Selective Service
- New employee probationary period
- Signature and false statements
- Privacy Act
- Social security number request
Required Documents
To apply for this position, you must provide a complete Application Package which includes:
- Copy of Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) certification through American Health Information Management Association (AHIMA)
- Resume
VA Form 10-2850c Application for Associated Health Occupations can be found at: About VA Form 10-2850C | Veterans Affairs.
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to 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.
- DD-214/ Statement of Service
- Disability Letter (VA)
- Copy of Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) certification through American Health Information Management Association (AHIMA)
- Resume
- SF-15
- SF-50/ Notification of Personnel Action
FINAL DOCUMENTS REMINDER: THE FOLLOWING DOCUMENT IS REQUIRED FOR A COMPLETE APPLICATION:
- DETAILED RESUME WHICH INCLUDES START AND END DATES WITH MONTH AND YEAR, FULL TIME/PART TIME STATUS, AND SERIES AND GRADE FOR ALL FEDERAL POSITIONS HELD (IF APPLICABLE)
- COPY OF CURRENT VALID HIM CERTIFICATE
FAILURE TO PROVIDE THIS INFORMATION/DOCUMENTAION WILL RESULT IN DISQUALIFICATION FROM CONSIDERATION.
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.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
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 10/11/2023 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12148895.
- 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.
To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
Agency contact information
Victoria Moersdorf
Phone
908-536-9812
victoria.moersdorf@va.gov
Address
VA New Jersey Health Care System 385 Tremont Avenue East Orange, NJ 07018 US
Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.
Fair & Transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
- Equal Employment Opportunity (EEO) Policy
- Reasonable accommodation policy
- Financial suitability
- Selective Service
- New employee probationary period
- Signature and false statements
- Privacy Act
- Social security number request