Veterans Health Administration Logo
Position Title
Medical Records Administration Specialist
Agency
Veterans Health Administration
Announcement Number
CBSU-12728684-25-SG Opens in new window
Open Period
Thursday, April 24, 2025 to Monday, May 5, 2025
For preview purposes only. To apply, please return to the USAJOBS announcement and click the Apply button.
Eligibilities
1. Are you an employee of the facility indicated for this position?
This includes: Career/Career Conditional or Excepted Service (i.e. Canteen, Hybrid, Title 38, etc. and meets interchange agreement requirements). This does not include temporary, term or temporary intermittent.

To verify your eligibility, you must submit a copy of your most recent Notification of Personnel Action, Standard Form 50 (SF-50).  Your SF-50 must include enough information to be able to determine that time-in-grade requirements have been met (if applicable) and include your position title, pay plan/series/grade, tenure and the type of appointment (i.e. Competitive or Excepted).  Please be aware that award SF-50's do not always include this pertinent information. (limit characters)
2. Are you a Veterans Health Administration employee?
This includes: Career/Career Conditional or Excepted Service (i.e. Canteen, Hybrid, Title 38, etc. and meets interchange agreement requirements). This does not include temporary, term or temporary intermittent. (limit characters)
3. Are you currently employed by the Department of Veterans Affairs within the VISN the position is located?
This includes: Career/Career Conditional or Excepted Service (i.e. Canteen, Hybrid, Title 38, etc. and meets interchange agreement requirements). This does not include temporary, term or temporary intermittent. (limit characters)
Preferences
1. Which of the following items describes your current or recent (within the last five years) political appointee service?

If you responded yes to any of the items below, you will need to include a SF-50 specifying your prior service. (limit characters)
Your resume must be submitted in English and include the following information for each job listed:
  • Job title Duties (be as detailed as possible)
  • Month & year start/end dates (e.g. June 2007 to April 2008)
  • Full-time or part-time status (include hours worked per week)
  • Series and Grade, if applicable, for all Federal positions you have held
  • Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail.
Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications. To ensure you receive appropriate consideration, please list the duties you performed under each individual job title. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. We cannot make assumptions regarding your qualifications. Do not include a photograph or video of yourself, or any sensitive information (age, date of birth, marital status, protected health information, religious affiliation, social security number, etc.) on your resume or cover letter. We will not access web pages or encrypted, and digitally signed documents linked on your resume or cover letter to determine your qualifications. (limit characters)
By submitting your application, you are certifying, to the best of your knowledge and belief, all the information submitted by you with your application for employment is true, complete, and made in good faith, and that you have truthfully and accurately represented your work experience, knowledge, skills, abilities and education (degrees, accomplishments, etc.). The information you provide as part of your application may be investigated. You are also certifying, and acknowledging, that misrepresenting your experience or education, or providing false or fraudulent information in, or with your application, may affect your eligibility for appointment and/or continued employment. False or fraudulent statements may be punishable by fine or imprisonment (18 U.S.C. 1001). (limit characters)
2. I authorize my application information being shared with hiring managers for similar positions. I understand this option may not result in further consideration for additional positions nor will it impact my application for this announcement. (limit characters)
Assessment 1
Thank you for your interest in the Medical Records Administration Specialist, GS-669, position with the Veterans Health Administration. To qualify for this position, you must meet the Basic Requirements as well as any additional grade-level qualification requirements. Grandfathering Provision: A Medical Records Administration Specialist employed in VHA on the effective date of the qualification standard (5/28/20) who did not meet all the basic requirements in this standard may not be promoted beyond the full performance level (GS-0669-11) or be newly placed in supervisory or managerial positions until meeting the full qualification requirements. (limit characters)
Basic Requirements (limit characters)
Select “Yes” or “No” to the following question(s). (limit characters)
1. English Language Proficiency. Are you proficient in spoken and written English as required by 38 U.S.C. 7403(f)? (limit characters)
2. Education or Experience. Which of the basic education or experience requirements described below do you possess?
  • 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 OR, 
  • Grandfathering Provision. I meet the grandfathering provision as I am employed in VHA in this occupation on the effective date May 28th, 2020 of this qualification standard and therefore am considered to have met all qualification requirements for the title, series and grade held, including positive education (i.e., degree and internship requirements) and licensure or certification that are part of the basic requirements of the occupation.
 (limit characters)
3. 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 OR, 
  • The grandfathering provision as I am employed in VHA in this occupation on the effective date May 28th, 2020 of this qualification standard and therefore am considered to have met all qualification requirements for the title, series and grade held, including positive education (i.e., degree and internship requirements) and licensure or certification that are part of the basic requirements of the occupation.
Which of the certifications described above do you possess? (limit characters)
Grade Level Requirements - Please select the appropriate answer to each of the following questions based on your background and experience that demonstrates your ability to perform the duties of this position. When answering the questionnaire, remember that your experience and education are subject to verification by investigation. (limit characters)
4. Medical Records Administration Specialist, GS-7
Experience or Education. Which of the requirements below do you possess? 
  • 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.
  • Grandfathering Provision. I am employed in VHA in this occupation on the effective date May 28th, 2020 of this qualification standard and therefore am considered to have met all qualification requirements for the title, series and grade held, including positive education (i.e., degree and internship requirements) and licensure or certification that are part of the basic requirements of the occupation.
 (limit characters)
Select “Yes” or “No” to the following question(s). (limit characters)
5. Medical Records Administration Specialist, GS-7

Demonstrated Knowledge, Skills, and Abilities. In addition to the basic requirements, must possess the following demonstrated Knowledge, Skills, and Abilities (KSA's): 
  • 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.
Do you possess the above knowledge, skills, and abilities? (limit characters)
6. Medical Records Administration Specialist, GS-9
Experience or Education. Which of the requirements below do you possess? 
  • 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.
  • Grandfathering Provision. I am employed in VHA in this occupation on the effective date May 28th, 2020 of this qualification standard and therefore am considered to have met all qualification requirements for the title, series and grade held, including positive education (i.e., degree and internship requirements) and licensure or certification that are part of the basic requirements of the occupation.
 (limit characters)
Select “Yes” or “No” to the following question(s). (limit characters)
7. Medical Records Administration Specialist, GS-9

Demonstrated Knowledge, Skills, and Abilities. In addition to the basic requirements, must possess the following demonstrated Knowledge, Skills, and Abilities (KSA's): 
  • 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.
Do you possess the above knowledge, skills, and abilities? (limit characters)
8. Medical Records Administration Specialist, GS-11

Experience or Education. Which of the requirements below do you possess? 
  • 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.
  • Grandfathering Provision. I meet the grandfathering provision as I am employed in VHA in this occupation on the effective date May 28th, 2020 of this qualification standard and therefore am considered to have met all qualification requirements for the title, series and grade held, including positive education (i.e., degree and internship requirements) and licensure or certification that are part of the basic requirements of the occupation.
 (limit characters)
Select “Yes” or “No” to the following question(s). (limit characters)
9. Medical Records Administration Specialist, GS-11

Demonstrated Knowledge, Skills, and Abilities. In addition to the basic requirements, must possess the following demonstrated Knowledge, Skills, and Abilities (KSA's): 
  • 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.
Do you possess the above knowledge, skills, and abilities? (limit characters)
RESUME REMINDER - Your resume must include the following information for each job listed:

Job title
Duties (be as detailed as possible)
Month & year start/end dates (e.g. June 2007 to April 2008)
Full-time or part-time status (include hours worked per week)
Series and Grade, if applicable, for all Federal positions you have held

TRANSCRIPTS AND LICENSURE/CERTIFICATION - Please provide a copy of your transcripts and licensure/certification to demonstrate you meet the requirements of the position posted.

SF-50 REMINDER- If you are a current federal employee, a former employee with reinstatement rights, or OAA eligible, you MUST submit a copy of your most recent SF-50 or your separation/ resignation SF-50. This SF-50 needs to show your current or last grade, step, wage, and title. Please do not submit a bonus or award SF-50. A promotion, General wage adjudication, Step- progression or a separation SF-50 are the preferred SF-50's. Your federal employment status cannot be verified without this document and you will be disqualified for not meeting the area of consideration if you do not provide the documentation.

Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail.

Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications. To ensure you receive appropriate consideration, please list the duties you performed under each individual job title. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. We cannot make assumptions regarding your qualifications. (limit characters)
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