Chief Medical Records Administrator

Summary The position is located within the VA Medical Center, Washington, D.C., Business Office. It provides comprehensive primary and specialty services in medicine, surgery, neurology, and psychiatry using a primary care model. The position is organizationally aligned under the Health Information Management Section(HIMS) and is expected to work closely with all members of the health care team, Medical Center's Administration, Site Managers Offices, Business Office and VAMC Executive Leadership. Responsibilities The Chief Medical Records Administrator is a Registered Health Information Administrator who is charged with full responsibility, both technical and administrative, for the daily operation of the Health Information Management Section, which consists of all functions of medical record activities related to coding, analyzing, and release of information, transcription, file room, and scanning programs. 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 at this Medical Center. FUNCTIONS: Provides technical and managerial expertise relative to health information management. This includes recommendations regarding organizational structure, workflow, section policy, interpretation of section objectives, and methods of staffing within the section. Implements recommendations and exercises immediate supervisory authority over the Coding Unit, File/ Scanning unit, and Release of Information Unit. Has knowledge of statistics to assess patient workload and establish quality controls. Evaluates Patient Treatment File PTF data validation program to include a qualitative review and evaluation of the clinical as well as administrative information reported into the PTF system, with analysis and recommendations for corrective action. Responsible for the timely and complete submission of all quarterly census patients and for the PTF abstracts, which have a monthly close-out date with an annual hard close-out date for the fiscal year to the Austin Automation Center AAC National Patient Care Database NPCD. Advises Medical Record Technicians MRT in problem areas about quantitative and qualitative analysis of medical records and determines the acceptability of content. Consults with physicians and other clinicians regarding record deficiencies as appropriate. Coordinates and updates the Quality Management program for HIMS. Joint Commission and VA standards require a quality management program, which includes medical record audits based on input from the Medical Records Committee, quality improvement staff, and medical staff. Audits will consist of review files. Develops and maintains collaborative relationships with Physicians, Service Chiefs, and other medical center staff at all organizational levels. Additionally, is responsible for determining the need for and extent of training personnel outside HIMS regarding the medical records and its format. May be required to develop training materials and continuing education programs. Training programs developed and conducted by employees may include medical terminology, Evaluation and Management Code assignment, medical record documentation requirements, Release of Information, Privacy Act, and HIPAA instructions. Assistance is also provided in formal and informal service training and orientation of house staff, as well as other members of the health care team, regarding medical record functions and quality content. Responsible for assisting physicians and other health professionals in obtaining medical record information to be used in research projects. Advises on what material is available, how it may be obtained, and the uses that can be made of the information while protecting the confidentiality of the record. Provides technical guidance to the unit supervisors and lead clerks while providing support to each unit in the absence of the section supervisor. Provides expertise in subpoenas, court orders, advance directives, Privacy Act, Freedom of Information Act, and general release of information, as well as other medical and legal issues. Work is of an analytical, evaluative, and creative nature, and the incumbent is responsible for keeping abreast of changes that are constantly being made in the health information field as well as allied medical fields and applying the information and knowledge gathered to the operations of the hospital. Work Schedule: Monday - Friday 7:30 am to 4:00 pm Telework: Not Available Virtual: This is NOT a virtual position. Functional Statement #: 688-25115-F Relocation/Recruitment Incentives: May be Authorized 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. 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 (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

Created: 2026-04-17