Medical Records Administration Specialist

Quick Facts

• Manages health record program operations and provides health information management services
• Conducts compliance-focused guidance, audits, analytics, and reporting
• Supports EHR-related troubleshooting, documentation corrections, and HIM workflows

Description

The Medical Records Administration (MRA) Specialist manages a health record program and provides medical record administration and health information services. The role advises service line leaders and medical center staff, interprets and applies Joint Commission standards, VHA regulations, and medico-legal requirements, and keeps up with HIM trends such as EHR, coding, and health information exchange. Responsibilities include auditing and analyzing HIM performance, ensuring accurate charge capture, retrieving data for reports and studies, and providing technical assistance and education to clinical users.

Responsibilities

• Assist HIM leadership in setting program goals, objectives, and tasks
• Provide subject matter expertise on HIM, medical terminology, anatomy/physiology, coding, and medico-legal/confidentiality requirements
• Interpret and apply TJC standards, VHA policies, and federal requirements; ensure release of information and privacy compliance
• Monitor emerging HIM issues and changing technology in systems that collect, process, code, protect, and store health information
• Perform audits and analyses; present findings and recommendations; review and report HIM performance monitors
• Ensure accuracy and timeliness of patient charge capture
• Retrieve health care data for local, VISN, and VHA reports and special studies
• Use VHA data sources (e.g., VSSC, CDW) to analyze program effectiveness and identify improvement areas
• Support HIM software/EHR changes: test patches, troubleshoot menu/function issues, assess equipment needs, submit work orders/tickets
• Serve as point of contact for health record corrections (retract/re-title/assign/remove notes and address incorrect uploads)
• Educate physicians, nurses, and other providers on completing or adjusting inconsistent/incomplete health records
• Help clinical services capture required medical information for database entry; compile and trend clinical and statistical data
• Manage user classes, templates, reminder dialogs, PowerForms, and implement electronic versions of paper forms

Requirements

• U.S. citizenship
• English proficiency (written and spoken)
• Background/security investigation eligibility
• Meet education/experience requirements for medical records administration (3 years experience OR qualified bachelor’s degree OR approved equivalent combination)
• Required mastery-level certification (AHIMA/AAPC coding mastery, or AHIMA HIM certification, or AHIMA Health Data Analyst mastery)
• Required for the selected grade level (GS-5 through GS-11) based on experience/education and demonstrated KSAs

Benefits

Federal employment benefits package (eligibility depends on position type and status).